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  • Job reference: RMS0142009

Events Coordinator

  • Sector: Oil & Gas
  • Location: Baku
  • Job type: Contract
  • Date posted: 14/05/2014
  • Time left:
    d h m s
This vacancy has now expired.
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The Role:

To maintain our profile within key stakeholders, and to enhance our reputation, we conduct an active and varied programme of events. One of the key tasks for the C&EA team is to deliver this programme, and to ensure that it is effective in meeting our objectives. For this purpose we now identify the need for an Events Coordinator to coordinate the delivery of company events and external engagement activities.

Roles & Responsibilities:

The Events Coordinator s duties will include but not be limited to:
In consultation with cross company teams, delivering a focused and relevant programme of high-quality events that will maintain and enhance company’s distinctive reputation amongst our key stakeholders. This will require:
• Support coordination and maintain regular updates of annual events calendar and key forthcoming milestones around which events need to be organized
• Support coordination of internal teams efforts for key leadership events and acting as a contact source on event management issues to business
• Respond intelligently to requests for external and internal engagement events, making sound recommendations as to how an event can best meet the client's business objectives.
• Maintain excellent working relationships with the team's clients, gaining an understanding of their business priorities and preferences, and providing a service which is both respectful and effective.
• Develop and maintain excellent working relationships with company colleagues with whom the team may work in delivering events.
• Liaise with key event service providers. Develop and maintain excellent working relationships with suppliers of varied event-related services, ensuring that they are fully competent and highly motivated to deliver an excellent service for Client.
• Coordinate specific events, including program, HSE, security, logistics, administration, design in compliance of branding requirements, reservations, technical services, etc. Plan each project thoroughly, identifying key risks and making sound provision against them. Develop detailed instructions for all concerned in delivery.
• As events are prepared and delivered, maintain constant contact with their progress, checking that key details are being handled correctly, and responding resourcefully and effectively to any difficulties.
• Provide support on monitoring and evaluation of event projects, on-the-ground coordination to ensure best-in-class delivery.
• Search web and provide monthly updates of new developments in events industry, particularly in the venues, services and technology, and offer good advice on how to format an event in a fresh and innovative way.
• Assist coordination of the external events calendar and specific programmes with the External Affairs and Communications teams to ensure that key events and initiatives get maximum coverage in the media and company global publications in support of promoting the client Brand and business objectives
• Assist coordination of Internal Communications team employee engagement events
• Support coordination of VIP delegation visits to company operated sites
• Assist coordination of multiple projects concurrently. Prioritize how much of own effort to apply to each project at any given time, and re-prioritize rapidly if circumstances change.
• Be fully familiar, and ensure compliance, with HSSE requirements.
The postholder will report to the Events Manager and be able to exemplify the behaviors that are valued by the company.
The successful candidate is likely to possess the following characteristics:
- A clear understanding of what a successful events programme looks like, and how we can maximize the benefit to client by delivering a quality programme of varied events, large and small, formal and informal
- Experience of project administration and management, perhaps in the area of events
- An ability to manage and prioritise multiple concurrent activities
- An ability to motivate a widespread group of people, both internally and externally, to deliver quality events
- Very well-organized, good people coordination skills and an ability to demonstrate flexibility in work assignments
- Experience of communicating confidently with employees at all levels of the organisation, international oil companies, partners, contractors and suppliers and Government departments and agencies
- Considerable initiative and innovation
- An ability to take full responsibility for a task, make informed and effective decisions and be willing to work the schedule necessary to get the job done.

Detailed knowledge of Western Business standards and expectations is critical.

An ability to demonstrate a successful track record of achievement against targets is also key.
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