Job Purpose Summary:
The incumbent will be responsible for supporting the coordination of all event activities including the planning, organizing and controlling of Group events designed to improve the Group’s image and to create a key avenue to communicate core messages to various Group stakeholders.
Essential Duties & Responsibilities by Dimensions
A. Shareholder & Financial:
- Assist in the setting and control of external communications related budgets to facilitate the delivery and execution of the communications strategy.
- Assist in the monitoring and achievement of Key Performance Indicators (KPIs) for external communications on periodic basis.
- Implements KPI’s and best practices for Events Management.
- Promote cost consciousness and efficiency and enhance productivity, to minimise cost, avoid waste, and optimise benefits for the bank.
- Act within the limits of the powers delegated to the incumbent.
B. Customer (Internal & External):
- Enhance and maintain relationships with event organizing agencies, caterers, contractors, audio visual concessionaires, etc.
- Liaise with concerned business units to ensure coordination of Group functions and events.
- Assist customers in all their queries on Bank’s product and seek solution to their requests.
- Maintain activities in accordance with Service Level Agreements (SLAs) with internal departments/units to achieve improvements in turn-around time.
- Build and maintain strong/effective relationships with related departments/units to achieve the Group’s objectives.
- Provide timely/accurate data to external/internal Auditors, Compliance, Financial Control and Risk when required.
C. Internal (Processes, Products, Regulatory):
- Organize venue reservations for QNB functions & assist in arranging receptions, luncheons, dinners and other special events hosted or organized by the Bank. Ensure all participations and receive confirmation of all arrangements well beforehand.
- Coordinate with relevant Group management to gather information and requirements in order to obtain accurate event specifications and to effectively plan the event process.
- Direct the work of contract personnel including ushers, security guards, caterers and decorators, and functionally supervise all event support staff including setup crews.
- Work on maximizing the value of agreed sponsorships for QNB and implement QNB’s Sponsorship Strategy viz. planning ahead, interesting publicity angles and measuring effectiveness against competitors through media.
- Maintain an up-to-date schedule Events, releases, sponsorships of upcoming Events and conferences that QNB may be interested in.
- Collaborate with Retail & Corporate banking to provide suitable staff to manage any of QNB’s stands in different events and maintain updated lists of function venues and potential invitees for use in arranging events sponsored or hosted by the Bank.
- Supervise facilities opening and closing before and after events and supervise the setup of chairs, tables, stages, decorations or other equipment. Ensure setup is in accordance with lease requirements and with safety standards and fire and health codes.
- Carry out beginning and ending inventory of concession items, such as souvenir programs, records, and posters.
- Design and produce room set-up diagrams as required; coordinate client service needs with catering and audio-visual concessionaires, security and other requested services.
- Direct, coordinate and supervise the activities of personnel, subcontractors and vendors as required to successfully execute the assigned events.
D. Learning & Knowledge:
- Proactively identify areas for professional development of self and undertake development activities.
- Seek out opportunities to remain current with all developments in professional field.
E. Legal, Regulatory, and Risk Framework Responsibilities:
- Comply with all applicable legal, regulatory and internal compliance requirements including, but not limited to, Group Compliance Policies and Procedures (AML & CTF, Sanctions Policy, Data Protection Policy, Fraud Control Policy, Whistle Blowing Policy, Conflict of Interest and Insider Dealing Policy).
- Understand and effectively perform your role under the Three Lines of Defence principle to identify measure, monitor, manage and report risks.
- Ensure systematic good outcomes for clients in accordance with Conduct Risk policy.
- Support the framework of RCSA, KRI, Incident reporting and remediation, as appropriate, in accordance with the Operational Risk Management requirements.
- Maintain appropriate knowledge to ensure full qualification to undertake the role.
- Complete all mandatory training provided by the Bank, attain, and maintain the required levels of competence.
- Attend mandatory (internal and external) seminars as instructed by the Bank.
F. Other:
- Ensure high standards of data protection and confidentiality to safeguard commercially sensitive information.
- Maintaining utmost confidentiality concerning customer and internal bank information obtained during the course of business and provide such information on a need to know basis only to Senior Management of QNB, Audit and Compliance functions, and relevant Regulators.
- Maintain high professional standards to uphold QNB's reputation and to strengthen its market leadership position.
- All other ad hoc duties/activities related to QNB that management might request from time to time.
Education/Experience Requirements:
-Bachelor degree preferably in Communications and Public Relations.
- No experience required, entry level role.