View Vacancy - Residence and Events Manager
Main purpose of job:
Responsible for the administration of the Ambassador´s Residence, organise small but high-end events in coordination with different embassy teams, managing 3 junior staff (1 maid, 1 gardener and 1 chef), while supporting Ambassador´s family requests and expectations.
Events: Cultivate and maintain good working relationships and network of senior level contacts in government, non-government and private sectors. Draw up guest lists, send out invitations and monitor RSVPs, choose menus, plan set-up of events, welcome guests to the Residence.
Finance and Administration: Prepare expenses reports, quotes, conciliations and other necessary reports to run the Residence properly and in timely manner. Lead monthly budget and forecasting against Ambassador´s Budget allocation. Lead and control petty cash for the Residence.
Staff Management: Ensure all residence staff understands roles and tasking, setting and delivery of objectives, ensuring appraisal process is properly followed, deadlines are met, and appropriate training is considered and undertaken.
Admin and Family Support: Ensure the Residence is well-maintained – including through making and seeing through work requests for necessary maintenance; ensuring facilities are well maintained and serviced, by liaising with Estates team. Ensure Ambassador´s families’ expectations are accomplished within reason and government regulations.
Crisis Management: 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.
Resources managed (staff and expenditure):
Budget Management:
· Catering and Entertainment
· Income Generation target
Line Management:
· 3 Staff: x1 Maid/Housekeeper, x1 Gardener/Butler, x1 Chef
· Casual Labour staff
Must have in order to be able to apply for the position:
· +2 years of experience in leading a team (with at least 2 staff)
· +2 years of experience in Events Management;
· +2 years of experience of managing a budget and cashbox replenishment;
· Flexibility to work different schedules, according to Event’s needs;
· Prepare to work over weekends depending on Events, and outside regular office hours.
· Ability to plan and deliver successful and sometimes concurrent events;
· Multitasking under pressure;
· Problem solving initiative, with a creative, innovative and flexible mind-set;
· Excellent staff management and communication skills; specially with staff from different/diverse backgrounds;
· Ability to work collaboratively with others to get results;
· Advanced MS Office skills (Outlook, Word, Excel, PowerPoint);
· Native Spanish speaker;
· Advance/Expert English language skills
Desirable:
· Experience in using MS Office – TEAMS virtual platform (for meetings and videoconferences)
· Have Event´s suppliers contacts/database
· Ability to manage small projects at the Ambassador´s residence;
· Experience in managing a property (from the administrative perspective)
· Experience with people moving to a different country and culture.
Flexible working is necessary. Prepare to work over weekends depending on Events, and outside regular office hours.
The successful candidate must be Panamanian, or have a valid and current Work Permit through Ministry of Labour, and be able to provide it when requested by Embassy. The British Embassy – Panama City does not sponsor work permits. Office hours in the embassy are 8am-5pm Monday to Thursday and 8am-1pm on Fridays, though there is scope for flexible working arrangements, which can be agreed with the Line Manager. Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.
Active and Permanent Panamanian work permit.
The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and an enriching learning and development opportunities.
All Staff employed by the British Embassy must be Panamanian, legal permanent residents of Panama, or have a valid work permit to work in Panama, and be prepared to ensure that right remains throughout the scope of the contract.
The British Embassy in Panama does not sponsor work permits.
This opportunity is closed to applications.