Job Details

The High Commissioner’s Residence (The Residence) serves three overlapping functions: it is home to the British High Commissioner and his/her family in Zambia; it is a venue for representational activity; and it provides accommodation for senior official visitors. The Residence supports the work of The British High Commission in Zambia in furthering UK government interests and policy objectives, building and maintaining a network of senior and influential contacts and showcasing the UK. It is used to host a wide range of events for top level government politicians, businesspeople, development and cultural leaders and others, delivering in a wide range of formats from small dinners, meetings, training events through to large receptions with hundreds of guests. It is essential that the Residence is well run to support all these activities as well as projecting a positive image of the UK.

The Residence Manager has overall responsibility for ensuring that the Residence and its garden are well maintained, and that the events and services it provides to the High Commissioner, guests and visitors are delivered to the highest possible standards whilst providing excellent service and value for money. The successful candidate will lead and supervise a small but highly capable team of Residence staff and work closely with the High Commissioner; the High Commissioner’s spouse, family; the High Commissioner’s Executive Assistant, High Commission staff and the High Commission’s Protocol, Security, Finance and Estates management teams.

This is a demanding but rewarding position that requires dedication and flexibility along with excellent inter-personal and organisational skills, great teamwork and strong customer focus.

The core of the role is to ensure the smooth running of the Residence both as a family home and as venue for official events (meals, receptions, meetings, etc), delivering to the highest standards of efficiency, sustainability, accuracy, and value for money.

Residence Management

• Regular meetings with the High Commissioner to ensure the efficient planning and management of the Residence’s programme of events, maintenance and improvement projects and Residence Development Plan.
• Compilation of an annual Residence budget and spending profile at the start of each financial year, submission of monthly expenditure reports, monitoring/adjustment of spend against profile.
• Manage purchasing for the Residence ensuring value for money and adherence to the BHC Procurement Manual, including supplier liaison etc, and monitor Residence expenditure, including accounting for pre-approved credit card expenditure in a timely manner.
• Work with the BHC Estates Team to oversee Residence the delivery of maintenance projects, ensuring, in close partnership with the Estates Team timely delivery and to the required specification. Liaise with Corporate Services, and the High Commissioner/spouse to ensure contractor access to the Residence at convenient times.
• Working with the High Commission’s Health, Safety and Wellbeing lead, ensure the highest standards of hygiene, cleanliness, health and safety and presentation always.
• Responsibility for monitoring and control of Residence inventories and assets: including Government Art Collection, silverware; glassware; crockery; linen; furniture and domestic equipment.
• Working with the gardeners and other external contractors, ensure the Residence gardens and amenities are maintained to a high standard, following an annual calendar of work, and that Residence produce remains a part of our offer to guests and visitors.

Event Planning and Execution

• Plan and manage the High Commissioner’s programme of hospitality at the Residence, working closely with the High Commissioner’s Executive Assistant and spouse regarding scheduling and any other issues relevant to the Residence or the High Commissioner’s engagements.
• Maintenance of accurate records of Residence activity and Residence forward programme and statistics on the number of events organised and guests/visitors at the Residence.
• Oversee the set-up, execution, and breakdown of all functions in the Residence, supporting the host welcoming guests and supervising service throughout.  Organise and co-ordinate all aspects of the High Commissioner’s hosted events to a high level of professionalism, creativity, and value for money, working effectively with relevant High Commission staff. This includes but is not limited to table plans; flower arrangements; menus; event layout guard supervision; hiring equipment, external caterers, and casual event staff, who would work under the Residence Manager’s supervision.
• In conjunction with the relevant High Commission colleagues, ensure the Residence and all events comply with all necessary Health and Safety rules and wider FCDO guidance.  Work with outside companies and individuals to ensure they fully understand and comply with such rules and guidance.
• Co-ordinate arrangements for all official visitors staying at the Residence, ensuring that rooms are prepared for overnight guests, and the highest levels of service are provided, and that all visitors receive a warm welcome and are made to feel comfortable and at home.
• Purchase supplies for events according to FCDO procurement guidance, and purchase and manage stocks for the Residence (e.g. cleaning items, pantry stocks), ensuring value for money.  Work with the Residence staff to ensure stocks and supplies are regularly reviewed and supervise deliveries where needed.

Resources / Staffing

• Lead and line-manage a team of three Residence staff, and when required oversee external caterers and casual event staff, providing support and direction as necessary.  Ensure that the Residence staff receive adequate and regular training to undertake their duties.  Manage their performance and complete quarterly performance reviews on time and to prescribed standards.
• Management of Residence allocated budget, including ensuring accurate monthly forecasting and recording of expenditure.  Also manage the Residence cashbox used for ephemeral spending.