View Vacancy – SRR – Residence and Events Manager (EO)

The British Embassy Riyadh has a vacancy for Residence and Events Manager, job grade Executive Officer (EO), on a fixed term contract for one (1) year, with the possibility of renewal.

This is an important role, and the jobholder will manage the smooth running of the Embassy Residence and the hosting of official events and Senior and Ministerial visits to the Residence on behalf of His Majesty’s Ambassador (HMA). This role is at the heart of HM Government’s diplomatic and trade outreach in Saudi Arabia and the jobholder will work closely with the Ambassador, Deputy Head of Mission (DHM), events leads, and Corporate Services Team to achieve this.

The jobholder will also manage a Residence Team of five (5) staff members and associated budgets to ensure an excellent standard of business hospitality that also represents value for money to the British taxpayer.

The ideal candidate will have prior experience in business hospitality or events management and thrive in working both front of house and behind the scenes to ensure that guests experience top quality events and service at the Residence. The role suits a candidate who demonstrates the flexibility to meet the demands of a varied work schedule. 

Duties and responsibilities:

– Events management

• Support the planning and delivery of a range of events that promote HMG interests, working closely with the Residence Team, event sponsors, Wadi Club, and contractors. Provide professional support to both internal and external contacts to plan their events, agree and meet expectations, and ensure their objectives are achieved.
• Manage the rental of Embassy hosting facilities by external organisations representing British interests and the wider British community. Agree expectations for these events and arrange events packages to ensure quality delivery of event objectives.
• Support the Embassy in planning and delivery of income generating events in line with Embassy priorities to meet the Post income target.
• Ensure the set-up and furnishings for events are in keeping with the style of the Residence rooms. This requires an eye for detail, including the overall look with regard to flowers, lighting, and furnishings, ensuring that the experience of the guests is to the highest standard with the Residence looking its best.
• Ensure that risk management assessments are in place for events, that events have an Embassy sponsor, and are set-up and finish on time. Work with the Residence, Embassy teams, and Security to put in place effective guest list systems for events
• Where necessary, attend events in person to ensure that they are set up properly and run smoothly, including overseeing communications in relation to the events. This will include evening work on occasion.
• Ensure that all parties are clear about their duties and responsibilities, and that an efficient events procedure is in place that provides a high-quality service while being manageable for Embassy staff.
• Work with the Technical Works Group, Estates team, and Wadi Club to agree and implement maintenance plans for Embassy hosting facilities and ensure that facilities remain in good quality and presentable for hosting guests.
• Accurate and active management of the Embassy events calendar.
• Ensure effective monthly budget forecast and event record management.
• Provide accurate monthly recharging and invoicing to the section budgets and to relevant organisations.

– Residence management

• Ensure HMA is fully informed of developments affecting the running of the Residence. Work closely with HMA to ensure their preferences are met.
• Working in co-ordination with the Executive Chef and Butlers, monitor delivery and smooth running of the Residence
• Supervise and support Housekeepers/ Butlers to ensure a high standard of cleaning and laundry.
• Accommodate and assist with Ministerial/ VIP visits and official functions, ensuring an excellent standard of service and swiftly resolving any challenges to ensure the VIPs experience a smooth visit.
• Review Residence presentation and maintenance and make cost-effective recommendations for improvements. Identify issues and plan/ deliver maintenance, renovation, and refurbishment in co-ordination with Corporate Services.
• Manage the Residence inventory, including stock rotation and ordering. Keep accurate records for audit purposes.
• Ensure the safety of the Government Art Collection, retaining careful records and inventories and ensuring items are held/ maintained in accordance with UK Government rules.
• Ensure that all health and safety (H&S) measures are being followed within the Residence by staff, visitors, and external contractors to protect staff and property from harm. Serve as a member of the Post Health and Safety Committee.

– Finance management

• Review and strengthen financial management systems to ensure that the Residence is accurately tracking business hospitality and representational expenditure, and that it has the necessary financial information required for internal audit purposes.
• Put in place and maintain effective monthly budget forecasts and events record management. Use this information to provide accurate monthly recharging and invoicing of event costs to the relevant departments of the Embassy and/ or external organisations.
• Ensure that any Residence investments are properly planned for, budgeted, and approved, and manage any associated procurement following Foreign, Commonwealth and Development Office (FCDO) guidelines.
• Verify and approve requisitions/ transactions made using the government procurement card (GPC) or corporate credit card (CCC). Maintain a supplier database and identify areas for improvement.

– Team management

• Lead and line manage the Residence Team (4-5 staff members), ensuring each staff member has clear job objectives and performance standards, and that they can access the necessary training and support to perform their roles effectively.
• Perform all line management functions to a high standard, including appraisals, performance management, and investment in learning and development.
• Ensure scheduling is fair and any overtime is justified and proportionate. Manage planned leave or sickness absence, arranging suitable cover where required and ensuring all absences are fully recorded on our internal HR management system.
• Monitor and supervise other teams that provide support to the Residence, ensuring clear deliverables and timelines are agreed upfront, that the teams deliver in accordance with these, and that they have the support they need from the Residence to get their work done.
• Lead on recruitment for the Residence Team as required.
• Establish effective working relationships with HMA, DHM, and the Executive Assistant to the HMA.
• Work with all Embassy teams to deliver high-impact Embassy events.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future and this would be at the discretion of the line manager or head of section. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis. 

Key behaviours required:

• Changing and Improving – Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback.
• Making Effective Decisions – Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications, and risks of decisions.
• Managing a Quality Service – Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.

Eligibility:

• The successful candidate must already have the right to work and reside in Saudi (iqama).
• The successful candidate will be required to transfer their visa under the Embassy’s sponsorship.

• Previous relevant work experience in events management or equivalent function, ideally for at least two (2) years.
• Previous line management experience.
• Excellent English language skills, both written and spoken. Able to express ideas and messages clearly and concisely.
• Excellent organisational ability and an attention to detail, with the ability to manage, plan, priorities and deliver tasks and workloads.
• Excellent interpersonal skills and proven ability to engage and influence at all levels, including VIP/ senior-level contacts, and collaborate effectively across teams.
• Strong customer focus. Demonstrates courtesy and consideration in dealing with all stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
• Resourcefulness in solving problems and demonstrates good judgement and a calm manner.
• Ability to respond quickly and flexibly to meet the demands of a varied work schedule and multiple and changing priorities.
• Strong IT computer skills and in using MS Office applications (Outlook, Word, Excel, PowerPoint, Teams).