Events Permit Coordinator

THE ROLE

The Event Permit Coordinator is responsible for facilitating the event permit process with government departments. This role will work with the Compliance Team to ensure adherence to government law and regulations for organising events at RMIT Vietnam. The role will involve close coordination with event owners to prepare event permit documents, submit applications to relevant authorities as well as obtain permits for all university-wide events (where appropriate).

The position will also be responsible for thorough communication across a wide range of internal and external stakeholders, efficient consultation on event permit processes, support in paperwork finalisation and submission to ensure event permits can be obtained in a timely manner.

KEY RESPONSIBILITIES

Events Permit

Point of contact for the Events Unit to Schools and Divisions for event permit related enquiries. Provide accurate advice to event owners and coordinators via email, phone calls or direct meetings on permit processes. Provide follow-up communication to facilitate the preparation of event permit documents. Ensure that where services or resources are provided or shared; clear expectations and accountabilities are established.

Responsible for preparing, submitting permit applications and obtaining event permits for university major events in a timely manner. Liaise efficiently with relevant agencies to facilitate the event permit processes in difficult or complex contexts.

Establish and maintain effective links, networks and collaborative relationships with local authorities in Ho Chi Minh City and southern provinces to get updated regulations as well as facilitate the process of obtaining event permits for RMIT Vietnam’s events.

Collaborate closely with RMIT Compliance Office to respond to difficult and/or complex event permit issues in regard to issues relating to corporate by-laws, policies and procedures, standing agreements with local authorities and future planning.

Ensure external events organised at RMIT Vietnam under venue-sponsorship scheme comply with legislations to minimise the impact to RMIT Vietnam by advising external clients on event-permit matters during the event planning, facilitating their event permit submission and follow-ups to get a copy of the event permit prior to the event delivery.

Coordinate closely with Hanoi Events team to provide support permit-related activities for major events in Hanoi if required.

Training

Develop guidelines of event permit processes for various event types, document checklists and forms; distribute them widely to stakeholders through presentations, intranet and other communication channels.

Conduct information sessions for students, staff and external stakeholders who organise and coordinate events to ensure event permit issues are well-aware, submission processes are clear, accurate and sustainable practices are followed.

Other

Provide support for the team regarding expense tracking, logistics arrangement and event delivery in university major events and event-admin related tasks on requests.

KEY SELECTION CRITERIA

Bachelor degree in relevant disciplines
At least 3 years of experience in projects that require permit planning and application process, ideally for events or marketing activities
Knowledge of government compliance regarding processes, documents and relevant authority contacts
Experience in working with a wide range of local authorities, agencies regarding compliance-related matters
Highly organised, detail oriented and able to handle multiple projects simultaneously in a fast-paced environment
Excellent customer service ethic with high expectations of quality
Excellent verbal and written communication skills to various stakeholders at different levels in public and private sectors
Ability to work with formal Vietnamese language and with high level of English language proficiency.
Demonstrated ability to work independently and as part of a team
The ability to identify potential problems to prepare appropriate approaches
Well-developed interpersonal skills, including negotiation, liaison and cross-cultural communication

BENEFITS

Unique opportunity to work within a multi-lingual, multi-cultural environment with creative and innovative committed colleagues.
Attractive salary package with base salary starting from VND 20,800,000 VND gross per month
Meal allowance VND 680,000; Clothing allowance VND 416,000 gross per month
13th month Tet bonus
Private premium medical insurance
20 days annual leave, 10 days sick leave per annum
Education fee support for staff dependents after a qualifying period


ENGLISH PROFICIENCY REQUIREMENTS

If English is not your native language then you will be required to demonstrate a minimum English language proficiency standard at a BULATS Intermediate level (BULATS score 65), equivalent to IELTS (General) 6.0. RMIT Vietnam will require you to complete a BULATS test to assess your level of English before an offer of employment can be made.

HOW TO APPLY

Click on the ‘Apply Now’ in the link below. Applications close on 17 February 2019
http://careers.rmit.edu.vn/vn/en/job/573021/events-permit-coordinator

- 20 days full paid leave a year

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