View Vacancy - Residence Manager (15/22 KRT)

Main purpose of job:

The British Embassy in Khartoum is seeking a highly motivated Residence Manager to manage the Ambassador’s Residence, the Embassy’s main venue for representational functions. The successful candidate will lead the Residence team to look after the Residence and deliver representational activities in a way which showcases British excellence and diplomatic engagement in Sudan.

The jobholder will need to be able to move seamlessly between maintaining both the public-facing and private sides of the Residence in first-class condition and organising events ranging from small meals or Embassy staff meetings, to large receptions for hundreds of external guests. The ideal candidate will have outstanding inter-personal, organisational, communication, financial and project management skills, and be able to provide effective leadership and line management of the Residence team (chef, waiter, housemaid, gardener and two cleaners). The role requires strong customer focus, the ability to be a team player and take pride in delivering a quality service for the Ambassador and guests alike. 

Main Responsibilities:

Residence Management:

• Operation: Oversee arrangements for all official events (breakfast, lunches, dinners, receptions, meetings, training etc.) and accommodation at the Residence to ensure the highest levels of service at all times;
• Supervision: Supervising the Residence Staff in the preparation of the Residence for functions and overnight guests (arrangement of furniture, flowers, table decoration, preparing guest bedrooms);
• Planning: Ensure the effective planning and management of the Residence’s forward programme of events, maintenance and improvement projects. Plan and manage access by all visitors (internal and external) to the Residence in line with guidance provided, to ensure that this is managed appropriately and securely.  Ensuring additional staff and resources are booked as required;
• Financial/Resource Management: Manage Residence finances, ensuring accountability and value for money for all expenditure at the Residence, in line with UK government guidance. Compile an annual Residence budget and spending profile at the start of each financial year, submit monthly expenditure reports, monitor/adjust spend against profile. Monitor and control Residence inventories and assets. Oversee shopping and ensure stocks of food and drink are maintained;
• Maintenance: Work with the Corporate Services Team to ensure effective planning, implementation and quality control of all Residence maintenance projects and annual calendar of maintenance work, working closely with the Embassy Corporate Services Team, ensuring they deliver on time and on budget to the required specification and as agreed with the Ambassador. Work with external contractors and the Gardener to ensure the Residence gardens and amenities are maintained to a high standard, following an annual calendar of work. Check daily that all areas of the Residence and garden are working and up to standard, and ensure that necessary maintenance is carried out, and works requests are submitted and implemented as necessary;
• Health and Safety: Work with the Embassy’s Health and Safety Officer to ensure maintenance of hygiene, and health and safety standards at the Residence. Ensure Residence staff have the appropriate guidance, support and training to deliver their responsibilities in this regard.

Events Planning and Management:

• Planning and Management: Work closely with the Ambassador’s PA and Head of Executive support to ensure effective planning and management of the Ambassador’s programme of hospitality at the Residence. Liaising with Ambassador and Head of Executive support over guest lists;
• Management: Work as necessary with organisations, companies and any other associations, which may occasionally sponsor events at the Residence. Work with outside companies and individuals to ensure they understand and comply with Embassy guidance when involved in events at the Residence;
• Management: Managing stocks before and after and maintaining close contact with the Embassy and assisting the PA with large scale events such as the Queen’s Birthday Party, Remembrance Day and Christmas events;
• Coordination: Coordinate menus with Residence Chef according to the event, ensuring value for money.

Staff Management:

• Management: Overall supervision of the Residence staff, with direct line management responsibility for two Cleaners, waiter, housemaid, chef and gardener to ensure a high quality of service to guests and customers;
• Management: Hold regular meetings with all staff to ensure duties are being carried out efficiently and effectively, manage performance and identify learning and development needs. Maintain staff records and adjust individual schedules as necessary;
• Learning and Development: Work with Corporate Services to ensure appropriate training is available for Residence staff, responding to individual development needs, to support continuous professional development, and to ensure accurate understanding and implementation of essential standards (especially hygiene, health, safety and security).

Resources managed:

6 staff and small imprest

• Experience in event management and/ or running an operation.
• Strong interpersonal and communication skills, with excellent command of English and Arabic.
• High standard of personal presentation and ability to act with discretion at all times.
• Strong staff management skills and able to effectively prioritise, with a proven ability to work under pressure with limited supervision.
• Responsive to customer needs and able to treat others with respect and courtesy regardless of work pressures.
• Skilled at working within a team-oriented, collaborative environment. Able to work effectively and supportively with colleagues, both individually and in teams.
• Keen attention to detail.
• Strong IT skills, proficiency in MS Office and internet applications.

Language requirements: 

Language: English and Arabic

Level of language required: Fluent written and spoken English and Arabic