Events and Visits Manager (BEL23.256)

Scottish Government
  • Location
    Brussels, Belgium
  • Sector
  • Experience
    Mid Career
  • Posted
    May 05

Position description

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category: Other British Government Departments (Partners across Government, including UK Visas)
Job Subcategory: Scottish Government/Scotland House Brussels

Job Description (Roles and Responsibilities)

Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution.

British Diplomatic Missions in Brussels are part of a world-wide network, representing British political, economic and consular interests overseas, and are now recruiting for an Events and Visits Manager, for the Scottish Government EU Office in Scotland House Brussels.

The Scottish Government EU Office is offering an exciting opportunity for an Events Manager to run and coordinate its events & visit programmes. This is a rewarding role that delivers tangible outcomes. As the Events Manager, you will be responsible for delivering a calendar of cultural diplomacy events throughout the year, as well as supporting policy leads in amplifying and maximising their impact through ad-hoc events and visits. This role will give you contact with colleagues across a range of job roles and policy areas.

About Scotland House:

Scotland House Brussels is located at the heart of the Brussels EU district. We have promoted Scottish interests and engaged with EU institutions, member states and other European organisations for over 20 years to ensure Scotland’s voice is heard.

Scotland House Brussels is home to:

Scottish Government EU Office – our work in Brussels includes promoting Scotland’s expertise across a diverse range of policy areas such as research and innovation, renewables, equalities and other key topics. We also host a range of events in which we showcase Scotland’s reputation for cultural excellence and renowned food, drink and hospitality. Our location in the heart of Brussels’ EU district allows us to maintain a close working relationship with the EU, member states and other national and regional representations.

Scotland Europa – Scotland Europa membership brings together a wide range of Scottish organisations, including public authorities, universities and research institutes, local government, trade unions and voluntary organisations. This diverse partnership gives us a variety of perspectives on Scottish interests in Europe and an influential voice in European affairs. Scotland Europa also part of Scottish Enterprise – Scotland’s main economic, enterprise, innovation and investment agency.

Roles and responsibilities:

Specific duties and responsibilities include, but are not limited to:

Events management:

  • Lead the organisation and delivery of official functions and events;
  • Produce detailed proposals for events (including timelines, venues, suppliers, legal obligations, staffing and budgets);
  • Manage the contacts database, ensuring it is an up-to-date and effective tool to support event management;
  • Manage and coordinate suppliers and all event logistics (for example, venue, catering, travel);
  • Attend events in person to ensure that they are set up properly and run smoothly, including the coordination of suppliers;
  • Oversee the dismantling and removal of the event and clear the venue efficiently;
  • Produce post-event evaluation to inform future event delivery;
  • Review and update event guidance/policy as necessary to ensure that all parties are clear about their duties and responsibilities, and that an efficient events procedure is in place that provides a top-quality service.

Financial and events facilities management:

  • Manage events budgets and oversee audit process for that budget;
  • Handle budgeting and invoicing;
  • Ensure effective events record management;
  • Provide accurate monthly recharging and invoicing to relevant organisations;
  • Manage hospitality contacts, ensuring that they deliver against pre-agreed quality targets and continue to represent value for money;
  • Ensure that contracts with hospitality suppliers are compliant with procurement requirements;
  • Supporting visits from Scottish Government ministers is an important part of the work of the office and the Events Manager will provide assistance to the wider team by supporting the logistics that go with organising ministerial visits.


  • Line management of two events intern, including weekly meetings to coordinate responsibilities for event support and monthly development conversation.

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

Essential qualifications, skills and experience

  • Fluency at C1 level in English according to CEFR framework*, or equivalent;
  • Relevant experience in events and/or project delivery;
  • Excellent organisational skills and attention to detail;
  • Strong communication and interpersonal team working skills, and the ability to develop and maintain strong working relationships across a variety of internal and external partners and stakeholders;
  • Ability to prioritise workload effectively and deliver to tight deadlines;
  • Good knowledge of Microsoft Word, Excel, Outlook and PowerPoint;
  • Interest in and passion for European policy and promoting Scotland.

Desirable qualifications, skills and experience

  • French, Dutch or other language skills would be an asset;
  • Understanding of the European Union and a good knowledge of Scottish affairs;
  • Experience of line managing staff. Experience of managing or mentoring interns or young professionals.

Required behaviours

Changing and Improving, Managing a Quality Service, Delivering at Pace, Leadership.

Application deadline: 21 May 2023
Grade: Executive Officer (EO)
Type of Position: Full-time, Permanent
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Type of Post: UK Delegation
Number of vacancies: 1
Salary Currency: EUR
Salary: 4,874.20
Start Date: 3 July 2023

Other benefits and conditions of employment

This is a permanent full-time contract for 5 working days (36.25 hours net) per week. The monthly gross salary for this position is € 4,874.20, Executive Officer (EO) level.

In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.


Application instructions

Please be sure to indicate you saw this position on