View Vacancy – Residence Manager (UKR24.328)

The British Embassy Kyiv is part of a worldwide network, representing British political, economic and consular interests overseas. We are recruiting an experienced Residence Manager.  

To lead and supervise Residence team to ensure the Ambassador’s official entertaining runs smoothly.   Manage arrangements for official guests, house guests and visitors to the Residence. To manage Residence resources and ensure that the Residence is always fit for purpose.  Manage Residence accounts, inventory and maintain database of functions, menus and expenditure. 

Roles and responsibilities

•    Supervise the organisation of Residence events/functions liaising with HMA, Chief of Staff, PA/HMA and DHM, Residence Staff and other sections of the Embassy.  Translate menus (created by the chef), create seating plans and order flowers. Send out invitations and chase replies. For larger events (eg King’s Birthday Party) attend organisational meetings, liaise with security, ensure budget is maintained, engage casual staff, record hours worked and seek payment from Corporate Services.  40%

•    Manage the Residence resources, order food supplies and drinks. Keep up-to-date stock lists of food/drinks, bulbs/batteries, cleaning materials and supervise stock flow. Make regular purchases of the required suppliers. 20%

•    Ensure the Residence is always fit for purpose, liaising with Corporate Services on household maintenance (furniture, furnishings, redecoration and building works), equipment and uniforms. Draft and send requests for the necessary maintenance and follow-up on outstanding jobs to be completed. 10%

•    Manage the Residence accounts. As a corporate card holder/approver ensure transactions are correct. Timely submission of card transactions on HERA to Chief of Staff. 10%

•    Manage arrangements for official guests, house guests and visitors to the Residence. Lead, direct and where necessary, assist waiting and catering staff. Lead on front of the house. 5%

•    Maintain the Residence database of guests and functions, menus and expenditure. Maintain the Residence inventory, including furniture, equipment, linen, crockery and cutlery. Translate recipes for the chef.  5%                  

•    This role requires the job holder to cover for the PA/HMA and DHM during periods of absence (eg annual leave).                                         

• Proficient user in both written and spoken English and Ukrainian (C1 level according to the Common European Framework of Reference for Languages*).
• Minimum of 3 years experience in running and working in a diplomatic residence, hotel or restaurant setting, with a strong customer focus and focus on excellence, as well as financial and personnel resource management.
• Confident, discreet, trustworthy, adaptable self-starter able to work effectively without supervision.
  Excellent interpersonal and organisational skills: someone who can negotiate effectively (including with external stakeholders) and deliver under pressure, always treating others with respect.
• Proven people management skills, capable of leading a team.
• Ability and desire to demonstrate high standards, proactivity, effective prioritisation, and a strong attention to detail.
• Flexibility in terms of working hours and duties – be prepared to work additional hours in support of events hosted by the Ambassador and Embassy, including evenings and occasional weekends.
• Strong oral and written communication skills, including understanding the importance of consulting and informing others.
• IT, in particular MS Excel, and multimedia skills and keenness to innovate in use of IT to support Residence Management.