AUHDXB - Events and Residence Officer

Residence Coordination [30%]

• Oversee day to day running of the Residence including staffing, rotas and cleaning schedules. Ensure high standards of service and hospitality for HMA/HMCG and official guests.
• Ensure the Residence is set up effectively to host overnight guests, working with the Residence Assistant to plan room allocations, agree hosting etiquette and make provision for meals (whether catered in-house or through third parties).
• Provide effective line management, welfare support, training and development for the Residence Assistant. Request surge support when required, and make suitable arrangements to cover leave.
• Maintain an effective system for booking events and overnight stays, including a forward calendar and timely administration of Event and Residence Request Forms. Work in close cooperation with the Executive Office, HMCG Office and DBT events colleagues to ensure HMA/HMCG and their executive teams have full sight of events and guests in their Residence.
• Oversee maintenance of inventories of Residence equipment and supplies, including stocks of alcoholic and non-alcoholic drinks. Place orders for replenishment of these stocks in good time and ensure the provision of basic supplies for hosting meetings.
• Proactively identify any maintenance issues, to ensure the Residence is ready to receive guests at all times. Work with the Embassy’s Corporate Services team to report maintenance requirements and follow up to ensure appropriate action is taken.
• Ensure all policies and procedures are in place concerning security, health and safety, risk assessments and official hosting at the Residence.
  

Executive Office Support [10%]

• Provide wider administrative support as required as part of the Embassy’s Executive Office, including diary support to members of the Senior Leadership Team. Other duties may include tasks such as preparation of Notes Verbales, support to VIP visits to the UAE, assistance with projects, and ad hoc support to the wider Chancery team.
  

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

Resources Managed

• Line Management for Residence Assistant
• Financial management system - Ensure that all financial transactions are tracked and recorded in a timely manner for internal audit purposes.
  

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.
• Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
• Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
• Managing a Quality Service - Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs.
• Communicating and Influencing - Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others.