View Vacancy – Residence and Events Manager

Main purpose of job:

Lead and provide Events and Residence support and services to a medium and PAG-Regional Hub size Post, including 6 PAGs – growing to 7 PAGs in FY19-20, and increasing FCO Regional staff with C5 Multilateral GBU, Regional Policy Regional Officers and CCSF slos for FY19-20.

Responsible for 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, able to work within defined rules, regulations and policies, as well as deal with a wider range of problems, such as maintaining the Residence, managing Junior staff, leading all Embassy Events (including large events 300 guests – including the Panamanian President and Ministers).

Lead British Ambassador’s Residence Team and manage HMA´s family expectations, reporting directly to Head of Corporate Services.

Lead on Income Generation target set by FBP every year. 

Lead back-up location for Crisis purposes in Panama.

Events and Visits – 40%:

Lead on all Embassy events delivery, including Events for PAGs (i.e.: DIT, UK Border Force, etc.) by creative planning and design, ensuring value for money. 

Cultivate and maintain good working relationships and network of senior level contacts in government, non-government and private sectors.

 Ensure post-event follow up through creation and management of guest lists and external database of contacts and clients to maximise future opportunities.

Working with Embassy Events Coordinator, draw up guest lists, send out invitations and monitor RSVPs, choose menus, plan set-up of events, welcome guests to the Residence.

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.

Finance and Income Generation – 20%:

Ensure Residence cash box is properly managed and that funds are properly accounted for, as per NAO requirements.

Prepare expenses reports, quotes, conciliations and other necessary reports to run the Residence properly and in timely manner.

Lead monthly budget and forecasting against HMA´s Budget allocation.

Process corporate expenses in a timely manner, meeting all relevant deadlines.

Lead Income Generation target, including IG Contract and negotiations directly with customers, ensure value for money as well as compliance with IG target.

Staff Management – 20%:

Line Manager for 1x Chef, 1x Housekeeper and 1x Gardener/Butler, and supervision of temporary staff contracted for events and/or specific works such as cleaning, wider support to HMA´s Residence, etc.

Ensure all 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.

Ensure all outsourced employees are properly trained.

In liaison with Head of Corporate Services, 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.

Residence Admin/Family Management – 15%:

Manage the day to day functioning of the Residence to a high standard of efficiency and professionalism, in keeping with UK Foreign and Commonwealth Office (FCO) guidelines.

Ensure the Residence is always ready to offer a welcoming, efficient and professional service to visitors and guests, and a comfortable home environment for the Ambassador and family.

Organise and co-ordinate all aspects of Ambassador-hosted events ensuring professionalism, creativity and value for money, working effectively with Embassy staff at all times.

Ensure that issues relating to the Residence are properly communicated to HCS, and HMA when relevant. Ensure good and efficient communication among Residence staff and the Corporate Services 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.

In liaison with HMA and Executive Assistant (EA), maintain a calendar of visitors and events, ensuring the Residence plans in advance.

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.

Crisis Management – 5%: 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.

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