View Vacancy – Residence and Events Manager – British Embassy Havana

Main purpose of job:

The successful candidate will lead the Residence team, which includes the Chef and 2 Chambermaids.

The primary responsibility is to ensure that the Residence and its estate are maintained to the highest possible standard. Other responsibilities include events planning/execution and managing staff so that the services provided to the Ambassador’s guests and visitors serve as a showcase for British excellence.

The Residence and Events Manager will work closely with the Ambassador and the Ambassador’s spouse, the Ambassador’s Personal Assistant, and the Embassy’s Corporate Services and Public Diplomacy teams.

This is an exciting position that requires excellent inter-personal and organisational skills and strong customer focus. 

Roles and responsibilities:

Residence Management (45%)

• Meet regularly with the Ambassador and his spouse to ensure the efficient planning and management of the Residence’s maintenance and improvement projects.
• Work with TWG (local maintenance team) to ensure oversight of quality of works, including working with resident maintenance team.
• Compile reports of annual Residence budget and spending profile at the start of each financial year, submit monthly expenditure reports, monitor and adjust spend against profile.
• Work with the Embassy’s Health, Safety and Wellbeing Officer, ensure maintenance of hygiene, health and safety standards at the Residence and support for staff wellbeing.
• Work with the Embassy’s Corporate Services Officer to ensure value for money in all Residence expenditure: seeking opportunities to make savings (e.g. in contracted services, food and household purchases).
• Monitor and control Residence inventories and assets.
• Conduct maintenance of accurate records of Residence activity.

Event Planning and Execution (35%)

• Oversee the set-up, execution and breakdown of all functions in the Residence, supporting the host in welcoming guests and supervising service throughout.
• Plan and manage the Ambassador’s programme of hospitality at the Residence.
• Organise and co-ordinate all aspects of the Ambassador’s hosted events to a high level of professionalism, creativity and value for money, working effectively with relevant Embassy staff.
• Manage and supervise all commercial events including proposals, cost estimates, questions from sponsors, accounting, and payments.
• Work closely with organisations, companies and any other associations, which occasionally use the Residence as a venue for functions, generating revenue for the Embassy where appropriate.
• Work closely with the Ambassador’s Personal Assistant, and spouse, regarding scheduling and any other issues relevant to the Residence or the Ambassador’s engagements.
• Work with outside companies and individuals to ensure they fully understand and comply with Embassy guidance when organising events at the Residence.

Staff Management (20%)

• Be responsible for overall supervision of Residence staff, with direct line management responsibility for the Chef and 2x Chambermaids, to ensure a high quality of service to guests and customers.
• Conduct regular meetings with all staff to ensure they carry out their duties efficiently and effectively, and to identify learning and development needs.
• Develop training programmes, responding to individual development needs, to support continuous professional development, and to ensure accurate understanding and implementation of essential standards (especially hygiene, health, safety and security).

Resources managed (staff and expenditure):

• Oversee business entertainment budget of approx. £20,000.
• Line manage 3 direct-reports.
  • 1x Chef
  • 2x Chambermaids
• GPC (Group Procurement Card) w/ budget for public diplomacy purposes.
• Food and drink inventory for events.
• Residence inventories.

• Strong organisation and administration skills and experience.
• Experience of managing events, dealing with suppliers and excellent customer service skills.
• Excellent communication skills.
• Ability to manage stakeholders, including interacting with senior figures, such as the Ambassador.
• Fluent written and spoken English and Spanish.
• Legal status to live and work in Cuba in your own right, from time of application. The candidate must be Cuban national, or foreign national with a valid residence and work permit in Cuba at the time of application.