Main purpose of job: The British Embassy Mexico City is seeking to appoint a Residence Manager and Events Coordinator, to be based at the British Residence in the Lomas areas of Mexico City. The successful candidate will lead the Residence team (including the one Butler, one Gardener, two Chefs, two Footmen and two Chambermaids). The primary responsibility is to ensure that the Residence and its estate are maintained to the highest possible standard and that the services it provides to the Ambassador’s guests and visitors serve as a showcase for British excellence. He or she will work closely with the Ambassador, the Ambassador’s spouse, the Ambassador’s Private Office, and the Embassy’s protocol, security, finance and estates management teams. This is a challenging position that requires excellent inter-personal and organisational skills and strong customer focus. |
Roles and Responsibilities: To lead and manage the work of the Residence and its staff, in close liaison with HMA and the Private Office (PA/HMA and the Diary Secretary), liaising and consulting with other staff and external organisations, e.g. caterers, as necessary. To manage own time and workload effectively to ensure delivery of the following roles and responsibilities of the job in line with accepted Embassy best practice: Leadership & Communication Work with HMA and the Head of Corporate Services to: - Set a clear direction, ensuring Residence staff understand how they fit into the Big Picture and the value they bring to the Embassy, with a focus on the Diplomacy 20:20 strand of the Country Business Plan (CBP) aimed at achieving Post goals on Platform and People, Agility and Expertise in support of wider Embassy objectives;
- Recruit, induct, develop, motivate and manage the performance of Residence staff, ensuring clear job descriptions and that roles/responsibilities are aligned to the business needs of HMA and Residence operations;
- Provide guidance and leadership to Residence team for potential relocation of Residence activity, including smooth transition of all affairs for duration of relocation period.
- Leave planning, in order to ensure adequate cover arrangements throughout the year, taking account of seasonal variations.
- Development of training programmes, 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).
Events Co-ordination - Planning and management of all events held at the Residence, including liaison with the Corporate Services Team (CST) and other staff/teams, as required, to ensure all audio-visual, IT, furnishings and furniture requirements are in place on time for delivering high quality events (within the house and garden); and with external contractors as necessary on additional staffing, food provision, catering and other equipment;
- Handling arrangements with responsible Embassy teams or directly for use of the Residence by suitable third parties, providing all cost quotations, collating expense receipts and providing details of recovered costs to CST;
- Responsibility for events at the Embassy using Residence staff and catering, in close liaison with responsible Embassy teams and CST.
Finance - Compilation of an annual Residence budget and spending profile at the start of each financial year, submission of monthly expenditure reports, monitoring/adjustment of spend against profile.
- Efficient management of Residence day-to-day operational (Food, drink, cleaning supplies and sundry expenses) items, including monthly monitoring and forecasting of expenditure against the Residence Catering & Entertainment budget to the Corporate Services Manager (CSM);
- Liaison with the CSM on purchase of larger-value household items, e.g. bed linen, towels, etc.;
- Secure handling of the Residence Imprest, ensuring appropriate, VFM payments and that all transactions are fully reconciled and the Imprest reimbursed in the closing days of each month.
Estates - Close liaison with the Estates and Health & Safety Manager (EM) and his team to help identify, plan, facilitate and manage the maintenance of the existing fabric of the Residence building and its facilities, and support new works as necessary – co-ordinating to ensure minimal disruption of normal Residence operations, including in its role as a home to HMA and family;
- Collaborating with Estates team, the Head of Corporate Services and stakeholders in the UK regarding a planned renovation project of the Residence.
- Liaison with the Estates team on maintenance of existing furniture and fittings and the provision/purchase of replacement or new items, as necessary, including artwork managed by the Government Art Collection (GAC);
- Maintenance of Residence inventories of household items and equipment.
- Working with the Gardeners and external contractors, ensure the Residence gardens and amenities are maintained to a high standard, following an annual calendar of work, and that Residence produce remains a part of our offer to guests and visitors.
Other - Maintenance of accurate records of Residence activity and tools such as Residence forward programme, contact database, and statistics on the number of events organised and guests/visitors at the Residence.
- Liaison with the Crisis Committee to ensure full understanding and readiness of arrangements for use of the Residence as a fall back location as part of the Embassy’s wider crisis and business continuity planning.
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