Main purpose of job:

Financial Management

• Oversight of the procurement of goods and services in the Residence, ensuring that this offers value for money in line with the FCDO guidance.
• Assurance that expenditure is forecasted accurately and accounts and statistics are produced clearly for the DHC and any other data requests (FOI, questions on Residence statistics, etc.) are dealt with effectively
• Record/Stock keeping: Manage stores and inventory including silverware, alcohol, glassware, crockery, linen, Government Art Collection, furniture, and domestic equipment.

Staff Management

• Lead, supervise and line-manage a team of three Residence Staff (Head Steward, Head Chef, and Housekeeper), as well as casual staff when required
• Leading, motivating and empowering the team, setting direction. 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
• Coordination of the team and management of rosters, working patterns and the use of TOIL/overtime rules to ensure that events are managed and delivered effectively, mobilising additional resources when necessary.

Events Management

• Manage & drive efficient event delivery (global standards) at the Residence through active participation in the creation/review of systems, ownership of the Residence event forward-look and calendar. Work with organising teams/SROs to evaluate and determine the suitability of hosting requested events at the residence.
• Lead on organising events at the Residence, and other venues (as required), including the annual King’s Birthday Party. This includes but is not limited to, controlling guest lists and issuing invitations for events, planning table and flower arrangements, hiring equipment and   casual event staff and guidance to set-up and post-event clear up and cleaning.
• Definition of the pricing and Terms and Conditions for external events and assurance that contracts are managed correctly and that invoices are issued and paid in a timely fashion.
• Maintain good relations with suppliers and maintain a network of suppliers for events that offer value for money and work within out prescribed health and safety standards.
• Support to other sections at Post to ensure that all functions are coordinated effectively, follow guidelines and are delivered within an agreed budget

Residence Management

• Oversight of Sparklean’s activities of cleaning and maintenance within the Residence ensuring that the building, garden and its contents are maintained effectively and to a high representational standard
• 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.
• Work closely with the Estates Team and the contractors to arrange maintenance of the Residence at appropriate times and to the required standards, to ensure the Residence is an effective and presentable representational facility
• Keeping the DHC (and family) fully informed of developments affecting the running of the house.
• H&S issues: In conjunction with the relevant 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.

Resources managed (staff and expenditure): 

• Line Management of 3 x Staff

• Proficiency in English
• Excellent Networking and Relationship Management.
• Proficiency in the use of spreadsheets for reconciliations and other financial applications, as well as familiarity with accounting and audit tools
• Fast Learner with Good analytical and team-working skills
• Excellent hands-on knowledge of Microsoft Excel and other Microsoft Office software.
• Precision in implementing tasks, meticulous attention to detail