View Vacancy - Residence Manager - HMA Residence, INTERNAL VACANCY

The British Embassy, Muscat has a vacancy for the position of Residence Manager – HMA Residence, Grade - A2 (L).

Objective:

The successful applicant will manage the Ambassador’s Residence, the Embassy’s flagship venue for representational functions, reporting to the Ambassador and his Executive Assistant and manage the Embassy’s revenue raising, overseeing a range of activity to that end. The successful candidate will need to be able to work flexibly, including preparing/supervising evening (and occasionally weekend) events and when official guests are staying at the Residence.

Key Duties and Responsibilities:

• Upkeep of Residence and Grounds

Ensure that the general appearance and upkeep of the Residence and grounds is at all times fit for purpose. Rigorous attention to UK standards of cleanliness and hygiene, particularly in all food preparation and storage areas, is essential. Record any changes to the Inventories (general, art works, silver, linen etc) which may result from damage, deletions or additions. Work with the Corporate Services team, interfacing with contractors and Estates staff working at the Residence.

• Residence Staff

Line management of Residence staff, supervising the day-to-day work and ensuring morning and afternoon shifts are working effectively. Maintaining staff morale, productivity and team work and investing in their development. Managing duty rosters and records of annual leave, sick leave, mileage and overtime etc and completing Mid and End of Term Reviews.

• Functions

Prepare the format and organizational aspects ahead of time and assist the EA in preparation and management of guest lists, entertainment forward look, sending of invitations, and managing the Ambassador’s contacts list. As required, be on hand at the start of dinners and other official events (there is no requirement to attend smaller ones). Managing stocks before and after and maintaining close contact with the Embassy / assisting the EA with large scale events such as the Queen’s Birthday Party, Remembrance Day and the annual Carols event.

• Administration

Liaising daily with the Ambassador’s EA to ensure all diaries are up to date and consistent, and that together correspondence and other business relevant to the smooth running of the Residence is in good order. Hold the cash imprest for the Residence and account for all spend for this and any Government Procurement Cards are completed within the required timescales and in line with FCO and Post procurement rules.

• Official Guests

Ensure accommodation is properly prepared for official guests, and ensure a high standard of customer service during their stay.

• Devising a revenue strategy

Leading Embassy work to plan how best to make revenue from its assets taking into account the Embassy’s unique function and profile;

• Marketing the Embassy’s assets

Making known the Embassy’s offer to appropriate clients and contacts and liaising with them to provide a service that supports at all times the Embassy’s work and reputation.

• Managing income generation and event activity

Leading on the organisation and delivery of events and other activity. Responsible for the administration of these events, to include preparing quotations for events, raising invoices for external parties (including Partners Across Government), processing supplier invoices, arranging of event alcohol licences (if required), liaising with event organisers for guest lists and all necessary security arrangements and working with other Embassy departments to ensure all event requirements are met.

Competencies:

The candidate will need to demonstrate the following competencies during the interview:

• Managing a Quality Service: People, who are effective in this area plan, organise and manage their time and activities to deliver a high quality and efficient service.

• Leading and Communicating: Effectiveness in this area is about leading from the front and communicating with clarity, conviction and enthusiasm. It’s about supporting principles of fairness of opportunity for all and a dedication to a diverse range of citizens.

• Delivering Value for Money: The efficient, effective and economic use of taxpayers’ money in the delivery of public services. Seeking out and implementing solutions which achieve the best mix of quality and effectiveness for the least outlay.

• Collaborating and Partnering: Requires working collaboratively, sharing information and building supportive, responsive relationships with colleagues and stakeholders, whilst having the confidence to challenge assumptions.

Essential:
• Fluent communication skills in English language (both Written and Spoken)
• Proven work experience in relevant field
• Flexibility with working hours
• Ability to work independently and remain motivated
• Strong organisational and multitasking skills with the ability to perform well in a fast-paced environment
• Active listening skills and effective communication skills
• The ability to work within a team
• Basic financial handling