View Vacancy - Residence and Events Manager ( 03/18 MPT)

Main purpose of job:

Organisation and management of events and administration of the High Commissioner’s official residence. The role also includes some administrative support.

Roles and responsibilities / what will the jobholder be expected to achieve?:

Events (50%)

• Liaison with Head of Mission and other staff regarding planning, design, preparation and execution of events
• Plan and manage the High Commissioner’s programme of hospitality at the residence.
• Running events: coordination of requirements, menus, decoration, guest lists, issuing of invitations, chasing RSVPs, organisation of venue, equipment, purchase of event supplies, catering requirements, hiring of extra staff, and hospitality to guests.
• Process improvement: collection of feedback and suggestion of new processes and methods.
• Maintaining databases of guests and suppliers
• Organise and co-ordinate all aspects of the High Commissioner’s hosted events to a high level of professionalism, creativity and value for money, working effectively with relevant High Commission staff concerned.
• Recommend menus, plan the setup of events, staffing, and seating plan.  Be present during the event to ensure that all staff fulfil their duties correctly. 
• Work closely with organisations, companies and any other associations, which occasionally use the Residence as a venue for functions, generating revenue for the Mission where appropriate.

Residence (25%)

• Manage the day to day functioning of the Residence to a high standard of efficiency and professionalism, in keeping with UK Foreign and Commonwealth Office (FCO) guidelines on residences.
• Manage three residence staff:  1 Chef and 2 Housekeepers including their learning & development, appraisals, leave plans, and overtime.
• Liaison between the guards, gardener and other service providers.
• Supervise the physical housekeeping of the residence: cleaning, maintenance, conservation, purchase of supplies, stock-keeping, and inventory.
• Liaison between the residential needs of the family in balance with the services requested for the office and events.
• Liaise with High Commission Corporate Services Team over Residence needs for general maintenance and procurement of necessary furniture and equipment.
• Run an account for Residence shopping (food, drinks, flowers, extra staff etc.), accounting for all expenditure, costing each event individually.
• Maintain accurate records of Residence activity and residence assets such as: inventory of wine, beer, soft drinks and food stocks and of residence property, government art and furnishings. Manage residence Imprest, monthly expenses list, payments, newspaper subscription, accounting justifications, budget forecasting and control.
• Request repairs to the Residence and suggest improvements and replacement of equipment, including in the kitchen, when required.

 Administrative Support (25%)

• Procurement and maintenance support: office equipment, stationery, consumables, processing requisitions and purchase orders and other supplies or services.
• Organise logistics for recruitment
• Maintain and prepare induction pack for the new arrivals
• Maintain Crisis Management Plan
• Supervise the physical housekeeping the office, reception area and meeting rooms, are kept clean and tidy, plants cared for, magazines and items on display are kept tidy and current;

Resources managed (staff and expenditure):

• 3 residence staff: 1 chef and 2 housekeepers
• Residence Imprest
• Entertainment and Business hospitality Budget

• Good communication spoken and writing skills in both English and Portuguese.
• A minimum of 3 year’s experience in hospitality, dealing with the public, organisation of events and attention to detail.
• Experience in planning, forecasting, budgeting, and procurement.
• Standard IT proficiency or minimum: Word, Excel, Outlook and Internet.
• Ability to work in a team, under pressure and flexibility to adjust to unforeseen circumstances.
• Experience in leading a team, innovation and creating solutions to problems.
• Good sense of punctuality, responsibility and organisation.

lexibility to work during evening hours for events when required