We are looking for an Events Planner and Residence Coordinator to manage events in the Ambassador’s Residence and across the wider Embassy. This is an important and fast-paced role within the British Embassy, working directly to one of the UK’s most senior diplomats, whereby the job holder will be required to provide a high level of support to fit in with both family and official demands. The quality of work provided by this role has a great impact on the Residence team and wider Embassy teams. An ability to build respectful and trusting working relations is essential. 

They will work with their colleagues in the Political, Governance, Inclusion, and Communications team and with other teams across the embassy to organise official events at the Embassy and at the Ambassador’s Residence. They will look after VIP official Residence guests, manage the Residence staff, and oversee maintenance and repairs of the property alongside the Residence manager. They will work particularly closely with the Communications team to organise soft power and other events. 

We are looking for someone who has experience of organising large scale events and can be propositional in suggesting ideas for food, music, art, and activities at the events they organise at British Embassy Kinshasa. For this it would be desirable to have an established contact list of providers across Kinshasa and experience of working with and running events for other embassies. 

The Events Planner and Residence Coordinator will also provide effective leadership to the Residence team to deliver first class events, including lunches, dinners, breakfasts, and receptions for several hundred guests, in both formal and informal settings. Staff management will include providing coaching to the Residence team on a regular basis and arranging appropriate training. 

 Roles and Responsibilities

• Ensure value for money relating to procurement for all Embassy events, ensuring proper record-keeping of expenditure in liaison with Corporate Services.

• Managing arrangements for official VIP guests, houseguests, and visitors to Residence for meetings, and ensuring their needs are met.

• Design and deliver events including working with the Residence manager on menu planning, themes and décor/setups, staffing, placement, and catering.

• Arranging outside caterers as and when necessary for events.

• Functions – writing and sending invitations, confirming guest numbers, welcoming guests to the event, handling last-minute changes of plan, ensuring all arrangements for the event are in place.

• Management of Residence staff, supervising Residence staff, organising their duty rosters and overseeing overtime, TOIL, leave, uniforms, etc.

• King’s Birthday Party – assist with invitations, supervision of all arrangements for the event.

• Responsible for food & drink inventories and replenishment.

• Liaise with Estates Teams for maintenance and repairs of the Residence and other event spaces.

• Record keeping of contacts, menus, guest lists, events, room layouts, gift register for Embassy.

• Respond to complaints, reports and requests.

• University degree in hospitality or relevant field
• Minimum 3 years of relevant experience in event management for large scale event (100+ people)
• Previous experience of managing a small team
• Ability to work under pressure and remain calm
• Friendly, confident and able to work with minimal supervision
• Knowledge of MS Word, Excel and Outlook
• Good personal presentation and discretion
• Excellent English– both written and spoken
• Driving License