Who are we? 

The British Embassy in Kyiv is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for an Events and Residence Manager.

Main purpose of job:     

The job holder will lead and supervise the Residence team to ensure the smooth and efficient delivery of the Ambassador’s official entertaining programme. They will be responsible for planning and managing arrangements for official guests, house guests and other visitors to the Residence, ensuring a consistently high standard of hospitality.

The role also involves effective management of Residence resources to ensure the property is always fit for purpose, as well as overseeing Residence accounts, maintaining inventory, and keeping accurate records of functions, menus and related expenditure.

Roles and responsibilities: 

• Supervise the organisation of Residence events/functions liaising with HMA, Chief of Staff, PA/HMA and DHM, Residence Staff and other sections of the Embassy: translate menus (created by the chef), create seating plans and order flowers. Send out invitations and keep track of replies. For larger events (eg King’s Birthday Party) attend organisational meetings, liaise with security, ensure budget is maintained, engage casual staff, record hours worked and seek payment from Corporate Services. (40%)
• Manage the Residence resources, order food supplies and drinks. Keep up-to-date stock lists of food/drinks, bulbs/batteries, cleaning materials and supervise stock flow. Make regular purchases of the required suppliers. (20%)
• Ensure the Residence is always fit for purpose, liaising with Corporate Services on household maintenance (furniture, furnishings, redecoration and building works), equipment and uniforms. Draft and send requests for the necessary maintenance and follow-up on outstanding jobs to be completed. (10%)
• Manage the Residence accounts. As a corporate card holder/approver ensure transactions are correct. Timely submission of card transactions on HERA (FCDO’s Finance and HR system) to Chief of Staff. (10%)
• Manage arrangements for official guests, house guests and visitors to the Residence. Lead, direct and where necessary, assist waiting and catering staff. Lead on front of the house. (10%)
• Maintain the Residence database of guests and functions, menus and expenditure. Maintain the Residence inventory, including furniture, equipment, linen, crockery and cutlery. Translate recipes for the chef. (10%)

Additionally, the job holder will be responsible for the line management of 4 residence staff members.

Don’t miss out on this fantastic opportunity!

Our Ideal Candidate shows: 

• Proficient user in both written and spoken English and Ukrainian (C1 level according to the Common European Framework of Reference for Languages*);
• Minimum of 3 years’ experience in running and working in a diplomatic residence, hotel, restaurant or as an event planner/manager, with a strong customer focus and focus on excellence, as well as financial and personnel resource management;
• Line management experience;
• Confident, discreet, trustworthy, adaptable self-starter able to work effectively without supervision;
• Excellent interpersonal and organisational skills: someone who can negotiate effectively (including with external stakeholders) and deliver under pressure, always treating others with respect;
• Proven people management skills, capable of leading a team;
• Ability and desire to demonstrate high standards, proactivity, effective prioritisation, and a strong attention to detail;
• Flexibility in terms of working hours and duties – be prepared to work additional hours in support of events hosted by the Ambassador and Embassy, including evenings and occasional weekends.
• Strong oral and written communication skills, including understanding the importance of consulting and informing others;
• Good IT skills, in particular with MS Excel and multimedia skills, as well as keenness to innovate in use of IT to support Residence Management.