View Vacancy - Residence & Events Manager

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Residence and Support Staff)
Residence Coordinator

Main purpose of job:

To lead the British Ambassador’s Residence Team, reporting directly to Her Majesty’s Ambassador (HMA), to:
1) Ensure the Residence’s efficient organisation, quality control work at the Residence, and supervise outsourced or contracted staff – in order that the Residence at all times generates a modern, dynamic image for the UK and operates efficiently.
2) Ensure the Residence buildings, garden, furniture and equipment are properly maintained and accounted for, when necessary liaising with Embassy Estates Officer(s) and engaging and supervising external contractors.
3) Organise, oversee and deliver the full spectrum of Embassy events inside or outside the Residence, in partnership with relevant Embassy teams, and look after visitors to the Residence.

 

Roles and responsibilities:

Staff Management – 25%: Line Manager for Chef, Housekeeper and Gardener, and supervision of any temporary staff contracted for events and/or specific works such as cleaning, maintenance, remodelling, etc. Ensure all staff understand roles and tasking, setting and delivery of objectives, ensuring appraisal process is properly followed, deadlines are met, and appropriate training is considered and undertaken. Ensure all outsourced employees are properly inducted.  In liaison with Corporate Services Manager, lead on recruitment for the Residence staff if necessary.  Quality control and be accountable for all work undertaken in the Residence. Coordinate with staff that annual leave is planned properly towards efficient operation of the Residence, bearing in mind events, activities, public holidays, HMA’s leave, etc.

 

Communication/Coordination – 15%: Ensure that issues relating to the Residence are properly communicated to HMA, and/or HMA’s spouse when relevant. Ensure good and efficient communication among Residence staff and the Corporate Service Team. Act with professionalism, respecting the dual-use of the Residence as a work space and family home, maintaining proper confidentiality of matters arising in the Residence.

 

Events and Visits – 25%: In liaison with HMA and Personal Assistant of the HMA, maintain a calendar of visitors and events, ensuring the Residence plans in advance.  Lead on events delivery: creative planning and design; liaison with companies and sponsors; budgeting, providing detailed cost estimates and seeking best value supplies and contractors; managing invitations and extra staff; quality assurance on the day of an event. Prepare Residence for VIP visitors, and ensure good visitor/events feedback confirming positive customer experience.  Maintain a database of providers for goods and services; identify reliable and value for money providers, and build up good relationships.

 

Maintenance – 25%: Ensure the building and gardens are efficiently run, cleaned, well organised and maintained.  Ensure that there is value for money throughout operations at the Residence, lead by example, and ensure that there is no waste.  Ensure furniture, technology, equipment and linens are safeguarded, accounted for and maintained.  Ensure that all procurement and stock control is carried out in accordance with FCO procedure and HMA’s requirements.  In liaison with the Estates Officer(s), ensure that there is a rolling programme of maintenance works.  Ensure at all times that there are contingencies in place at Residence (e.g. generator working, reserve gas and water supplies) should utility providers fail.  Maintain a register of all maintenance and stores at the Residence for ready access and use as needed.

 

Finance – 9%: As Holder, ensure Residence cash box is properly maintained and that funds are properly accounted for.  Prepare expenses reports, quotes, conciliations and other necessary reports to run the Residence properly and in timely manner.  Support PA/HMA with monthly budget forecasting.  Process corporate expenses in a timely manner, meeting all relevant deadlines.  

 

Crisis Management – 1%: Ensure that Residence is prepared to play its role in Crisis Management Plan, that provisions are in place, and that Residence staff have been properly briefed.

  • Staff management
  • Budget Management
  • Events Management
9 July 2017
Administrative Officer (AO)
Full-time, Permanent
41
Latin America and Spanish speaking Caribbean
Panama
Panama City
British Embassy
1
USD
1,500
7 July 2017

There will be multiple opportunities to develop competences and job-related skills, with regular Learning & Development offers, brown bag lunches and training courses within the Embassy.  Job-shadowing is also a possibility, subject to resources.  Other professional training will be considered, where relevant.

  • Line manager of Residence Staff: Chef (S1), Gardener/Butler (S3) and Maid (S3), and occasional oversight of contracted staff. 
  • Holder of Residence cashbox ($400).  Regularly spends against HMA’s £15,000 hospitality budget, and other entertainment and project allocations.
Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.