FCDO: Residence and Events Manager (BGR25.188) – Sofia

The British Embassy in Sofia is part of a worldwide network representing British political, economic, security and consular interests overseas. The Embassy is looking to recruit a Residence and Events Manager to ensure the smooth running of the British Ambassador’s Residence both as a venue for official events (meals, receptions, meetings, etc) and as a family home, delivering to the highest standards of efficiency, sustainability and value for money, and advancing UK strategic objectives in Bulgaria.

Are you a master of elegance, logistics, and unforgettable experiences?
Do you have a keen eye for detail and a desire for excellence?
Do you dream of orchestrating high-profile events in a beautiful European diplomatic residence?

This is a key position that is essential to the success of the Embassy and the UK’s brand in Bulgaria. The Residence and Events Manager is responsible for delivery of all the events held each year in the Ambassador’s Residence in Sofia, a large building and one of only 38 “designated” Residences in the world due to its special historical, cultural and political importance. The Residence and Events Manager also organises Embassy events at external venues, including in other Bulgarian cities and the UK to support the mission with delivering its objectives. The Residence and Events Manager is responsible for delivering highest quality hospitality and experience for our guests and visitors with different needs, from Prime Ministers, Presidents, Cabinet Ministers, Royalty, CEOs and top journalists to visiting schoolchildren. This includes not only the Ambassador’s official entertainment but also events held by every team in the Embassy, as well as externally sponsored events or events held to generate income. Approximately 110 separate events are held in the Residence each year, entertaining a total of c.3,000 guests.

The Residence and Events Manager  is responsible for leading the Residence staff and external contractors and partners in ensuring compliance with relevant regulations and requirements, considering procurement rules, value for money and ensuring that we achieve our ambitious income generation targets. The Residence and Events Manager an experienced figure of authority with the capacity to lead and deliver effectively with little to no supervision with  excellent interpersonal and organisational skills, proactivity and great teamwork. The job holder combines office duties with a strong representational and customer service-orientated approach and requires an ability to juggle a wide range of different requirements.

The events managed and the hospitable atmosphere created, together with the other Residence staff, make the Residence a great place to visit in Sofia, creating an atmosphere that allows the Ambassador to advance British interests in Bulgaria in the most effective way. The Residence and Events Manager is managing the 4 members of staff and works closely with the Head of the Ambassador”s Office, the Facilities Management team, the embassy drivers and the security guards.

Roles and responsibilities:

Residence and Events Management:

• To run an outstanding Residence as a platform for advancing UK interests in Bulgaria.
• To plan for, prepare and oversee the use of the Residence for official entertainment, meetings with the Ambassador and accommodation of official senior visitors, in coordination with the Ambassador’s Diary.
• Liaising with the Ambassador, and relevant Embassy colleagues to agree plans for official entertainment taking place at the Ambassador’s Residence, at the British Embassy, as well as at other locations . This includes but is not limited to, controlling guest lists and issuing invitations, planning table and flower arrangements, hiring equipment, and hiring casual event staff, who work under the their supervision and guidance to set-up and post-event clear up and cleaning.
• In conjunction with the relevant Embassy colleagues, ensure the Residence and all events comply with all necessary Health and Safety rules and wider Embassy guidance.  Work with outside companies and individuals to ensure they fully understand and comply with such rules and guidance and produce risk assessments for events.
• Co-ordinate arrangements for all official visitors staying at the Residence, ensuring that rooms are prepared for overnight guests, the highest levels of service are provided, and that all visitors receive a warm welcome and are made to feel comfortable and at home.
• Purchase supplies for events according to FCDO procurement guidance.
• Preparing quotes and invoices for events;
• Preparing budget forecasting for the Ambassador’s business hospitality and representational funds alongside the Head of Ambassador”s Office.
• Arrange smooth service delivery, via effective communication and problem solving, liaising with the Residence colleagues to maintain harmony between personnel and customers/guests/visitors;

Staff and Line Management:

• To lead, supervise and line-manage a team of four Residence Staff (Residence Coordinator, Head Chef, Housekeeper and Gardener), as well as casual staff when required
• Leading, motivating and empowering the team, setting direction and promoting best practice. Providing support and direction to the team as necessary. Ensuring that Residence staff receive adequate and regular training to undertake their duties and have opportunities to develop;
• Managing staff performance and completing annual appraisals on time and to prescribed standards;
• Ensuring effective deployment of staff resources, clear forward planning and flexible delivery in line with operational requirements.

Residence maintenance:

• To work closely with the Estates Team and the Facility Managements contractor to arrange the maintenance of the Residence in appropriate timings and up to the required standards, so that the Residence is an effective and presentable representational facility;
• Reviewing furnishing, decoration and equipment requirements with the Estates and the Facilities Management Team;
• Ensuring the Residence and grounds are kept in optimal repair. Identifying and reporting repair/improvement work;
• Liaising with the security guards and security team to ensure effective security of the Residence and grounds is maintained at all times.
• Keeping the Ambassador fully informed of developments affecting the running of the house.
•  Ensure effective delivery of services and maintenance of all Residence property, including preparation and management of the inventories including of silverware, glassware, crockery, linen, Government Art Collection, furniture, and domestic equipment.
• 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.
• Purchase and manage stocks for the Residence (e.g. cleaning items, pantry stocks), ensuring value for money in procurement of goods and services.  Work with the Residence staff to ensure stocks and supplies are regularly reviewed, and supervise deliveries where needed. Ensure regular market testing in delivery of services.

What do we offer you?

• 25 days of annual leave;
• A mobile phone with unlimited data and calls;
• Free parking space in City Center, upon availability;
• Access to swimming pool;
• Great staff benefits and a genuine emphasis on work/life balance.

• Fluent English and Bulgarian (both written and spoken, minimum C1 Level for CEFR framework*);
• Experience in a similar role of planning and managing events including organising large-scale events or banquets;
• Financial management; experience of managing budgets and procurement;
• Strong organisational, time management and administrative skills – ability to manage competing priorities;
• Confidence in dealing with senior contacts and colleagues, and in handling customers;
• Proven people management skills with ability to manage, motivate and coordinate the work of a team;
• Ability to work at pace, independently and as part of a team, and to use initiative;
• Flexibility and ability to deliver results under pressure in a challenging, dynamic environment (fast thinker and a good decision maker);
• Good interpersonal and communication skills; High level of discretion and integrity;
• Good IT skills (including Microsoft Word, Outlook, Excel).