Who we are:

The British Embassy in Tirana is part of a world-wide network representing British political, economic and consular interests overseas and now is seeking a Residence Manager. 

Main purpose of job:

Our Residence Manager will be running His Majesty Ambassador’s (HMA) official Residence throughout the year by ensuring that all processes run efficiently for HMA’s everyday life and official entertainment alike through personal effort, supervising and supporting Residence Housekeeper and cook in their work and effective liaising with Corporate Services Section and Private Assistant (PA). 

Roles and responsibilities: 

Residence Management

• Ensure effective delivery and maintenance of Residence property and services, including management of the inventories including of silverware, glassware, crockery, linen, Government Art Collection, furniture, and domestic equipment.
• Ensure highest standards of cleanliness, hygiene, and presentation at all times. 
• Ensure the Residence and grounds are kept in optimal repair: identify and report any repair/improvement work, oversee repairs and maintenance jobs for the Residence and grounds, and liaise with Corporate Services, and HMA/spouse to ensure ESTATE TEAM access to the Residence at convenient times.
• Manage relevant accounts and purchasing for the Residence, including supplier liaison, quote management, etc, and monitor Residence expenditure, including accounting for pre-approved credit card expenditure in a timely manner.
• Keep a track of Residence supplies inventory including beverages and discard expired beverages properly without any discrepancy. 
• Co-ordinate arrangements for all official visitors staying at the Residence, ensuring that rooms are prepared for overnight guests, and the highest levels of service are provided, and that all visitors receive a warm welcome and are made to feel comfortable and at home.

Event Management

• Responsible for oversight, preparation and delivery of internal and external official events at HMA’s Residence, in close consultation with the teams and HMA/spouse. This includes but is not limited to, planning table and flower arrangements, room layout, hiring equipment (e.g. marquee, audio visual) and hiring casual event support staff who will work under their supervision, including set-up and post-event clear up and cleaning.
• In conjunction with the relevant Corporate Services staff, ensure the Residence and all events comply with necessary Health and Safety rules and wider FCDO guidance. Liaise with Estate staff to ensure they fully understand and comply with such rules and guidance. 
• Purchase supplies for events according to the FCDO procurement guidance, and manage stocks for the Residence (eg cleaning items, pantry stocks), following strict audit compliance rules and ensuring value for money. 
• Work with the Residence staff to ensure stocks and supplies are regularly reviewed, and supervise deliveries where needed.
• Organise the Business Hospitality functions such as breakfast events, luncheons, afternoon teas and dinners. Oversee logistics, scheduling and catering services in coordination with CoS/PA to HMA. 
• Administration of Business Hospitality expenditure, providing monthly updates to the Corporate Services Manager. 
• Oversee menus, quality of cooking and service to ensure highest possible protocol standards. Assist residence cook about menu-selection, food costing and residence staff requirements to host the event.
• Review relevant guidance and documents annually, recommend amendments and changes according to the FCDO best practice. 
• Ensure that team informs the Security Team about attending guests for their events.

Manage Residence Team

• Prepare fort-nightly roster for the team.
• Organize and chair fortnightly team meetings.
• Approve leave plans and ensure operational contingency.
• Conduct mid-year and end-year appraisals for all Residence staff. 
• Request for security clearance for Residence staff if required and follow-up with security team.
• Update job descriptions for future openings.
• Provide support and guidance. 
• Keep a track of Residence supplies inventory including beverages and discard expired beverages properly without any discrepancy.

Our ideal Candidate shows: 

• Full professional proficiency in Albanian and English (written and spoken, minimum of C1 level for CEFR framework*);
• Experience in an international standard hotel, diplomatic residence or equivalent with a proven track record for at least 3 years, housekeeping, catering and organising official functions;
• Be prepared to do flexible working hours (early morning, late evening, weekend work);
• Computer and administrative skills, including Microsoft Word and Excel;
• Excellent organisational skills and the ability to prioritise tasks and work to deadlines;
• Flexibility, creativity and ability to learn quickly and develop new skills;
• Ability to work independently and to take the initiative as well as being able to work well with others.