Operations & Technical Unit Head

JOB PURPOSE:

• The role of the Public Events – Operation Unit Head is to play a leading role in supporting the Learning and Public Engagement to increase excellence and high-visibility of events and programmes’ operation and technical delivery processes, with detailed project and operation management planning and solution, provide oversight of the operations - technical - production aspects of public events (performances, lectures, convenings, classes, meetings, museum-wide festivals, etc).
• Effectively operate, produce and execute the confirmed and planned events to activate all museum assets and events venues including auditorium production, AV and media services, facilities management, and audience services operations, to ensure the appropriate allocation of personnel to programs relative to complexity and impact.
• Support in developing operation and production plans to scale and expand all public events with a focus to manage all external relations as well as national and international relations with partners inline with the museum’s facilities and Learning and Engagement department vision and mission benchmarking the museum with international standards and event scales.
• Manage the Public Events Operation Unit to deliver on all operational and executional project plans, tasks and requirements. Overseeing all outsourced event suppliers and staff with full alignment with Learning and Engagement Department and all other operational ZNM departments.
• Proactively lead in the collaboration and alignment with ZNM production and operation departments including Operations, Marketing and Communication, Procurement, Strategic Collaborations, Commercial Development to ensure excellent planning and alignment on all execution tasks of public events pre-during and post events.
• Inputs to the section budget and develops and manages individual public events project budgets ensuring project spending is monitored and recorded for within budget programme delivery.
• Inputs to the Public Events Unit and the Section to scale, define and support the Events Theming and Project Planning process with but not limited to:
  1. Preparation of Event Production Schedules
  2. Production of Event Management Plans (EMP)
  3. Oversight of event safety, working with a H&S Advisor where necessary
  4. Licensing – Licence & permissions applications, liaison with Statutory Consultees and Safety Advisory Group (SAG)
  5. Procurement and recruitment of Operational contractors and staff
  6. Oversight of crew, artist and public accreditation
  7. Transport management planning
  8. Event Control management
  9. On site overall event management
  10. Security and Stewarding management
• Manages the staff of the unit including recruitment & selection, performance management, mentoring & coaching, career development guidance, setting objectives and KPI’s of their direct reports.
• Establishes Unit goals, methods, policies and procedures for implementing programmes in alignment with the Museum’s strategic vision, mission and goals.

Pre-Opening

• Lead with the Public Events Section Head the development of Operation Policies and Procedures, Update strategical Projects, Manage operation and technical requirements for all Zayed National onsite facilities and off-site programmes.
• Support the Section in the build up and delivery of operational, technical and production aspects of the pre, during and post opening programme, including sourcing and procuring production contractors, equipment and staff.
• Input to the development of the budget and procurement list for equipment, contractors and vendors for the production and technical aspects of programmes (including theatre / auditorium equipment, A/V and lighting).
• Oversee the Public Events agencies and suppliers contract management including but not limited to review contract, define deliverables and SLA, manage on-ground engagement, manage internal and external communication, define required personnel, negotiation, project planning and completion, and supervise on all agreement deliverables.
• Manage internal communication with Operation Departments, Marketing and Communications and Volunteers Units to plan, identify, train, and appoint with Job Descriptions the appropriate front-line staff for all confirmed and planned events. While assist in the recruitment, procurement and selection of internal and external staff through contractors as required for each event with a focus on minimizing costs, efficiency and training.
• Assist the Section Head with potential national and international partners management and content creation for short-term and long-term public event collaborations to enrich the annual calendar of events for the museum.
• Develop division processes and procedures as well as policies and procedures to increase commercial viability of public events and/or cutting costs or offsetting funds through partnerships, sponsorships, VIK deals and/or any other form of commercial partnerships in alignment with ZNM commercial development and operation department.

Ongoing

• Oversee the operation and technical plans are executed according to plan within budget and on time. While ensuring full visibility of museum alignment and coordination of any changes or modification impact event operations.
• Review public programme proposals or plans to determine operation and production plans as well as technical requirements, while considering funding limitations for museum programmes and setting the criteria of selection and approval process.
• Procure and manage outsourced public events operation, technical and event staff through appropriate SLA and performance measures.
• Manage Public Events partners with a focus to co-produce and develop a series of public events with partnerships with full sight of contracting, negotiating, commercial terms for ZNM and the department.
• Manage the Operation and technical delivery of public programmes and outsourced event staff in alignment with ZNM operation and procurement departments.
• Coordination with content developers, artist/management, operation and technical staff, programme staff and colleagues across the Museum to ensure that all needs and requests are accommodated within facility capabilities, budgets, contract agreements, and policies.
• Review performers technical riders and develop the rightful SLA and public events regulations for content and performances with knowledge on CAD drawings and operation planning on time and within budget.
• Create and/or oversee production design solutions that support the programmes and the needs of the stakeholders.
• Assess feasibility and logistical needs of public programmes as they develop and develop all required plans, alignments, and processes to improve usage frame, decrease cost, increase efficiencies and monitor budgets.
• Support the Public Events Section and the Unit with tracking calendared events for smooth logistical operations, providing clear and effective readiness materials, documentation, and tools to support internal and external customers, troubleshoot issues and process necessary changes in the course of project and business.
• Develop a comprehensive project closure and handover process for all Public Events to apply on/with all internal, external and contractors to finalize projects in accordance with applicable Auditing processes.

Skills

• Minimum of 7 years of experience
• At least 3 years leading experience in large-scale venue and production operations (planning, development, project management, budgeting, and implementation) in indoor and outdoor venue, with touring concerts, and/or production experience in a not-for-profit organization.
• Strong project operation planning and management skills.
• Functional competencies in but not limited to cultural, theatrical, gardens, auditorium events setup.
• Demonstrate ability to manage significant teams of internal and external operations and technical contractors.
• Experience of managing budgets, commercial and business development to offset costs and generate commercial returns.
• Experience sourcing and procuring external contractors, vendors and equipment.
• Bachelor’s degree in a relevant subject required.
• Master’s degree preferred.