Residence and Events Coordinator

Main purpose of job:

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

Roles and responsibilities / what will the jobholder be expected to achieve:

Main purpose of job:

Who should apply?

This is an opportunity for a driven, delivery focussed individual with a high-level of attention to detail to work at the heart of the British High Commission. We are looking for someone with excellent stakeholder management, organisational and prioritisation skills. The job-holder will be part of the High Commissioner’s private office, working everyday with the High Commissioner and the team to deliver the public-facing activity of the UK in India.

Residence Activity

The HC Residence is used for representational activity and provides accommodation for a range of visitors. We regularly host Ministerial delegations and VVIPs. The HC Residence supports the work of the UK Diplomatic Network in India through hosting a wide range of events for senior members of government, businesspeople, cultural leaders and think tanks. As Residence and events coordinator, you will work with teams across the High Commissioner to oversee a wide range of events from breakfasts, roundtable lunches and dinners, through to receptions with over a hundred people. The wider vision of a modern UK-India relationship should be reflected throughout.

The HC’s Home

The Residence is the High Commissioner’s home. You will need to work closely with the High Commissioner, their family and Private Office to understand priorities and sensitivities and to deconflict schedules to maintain privacy and ensure the Residence remains a home, even during busy events schedules and maintenance work.

Roles and responsibilities / what will the jobholder be expected to achieve?:

Event Planning and Execution:

• Work closely with the High Commissioner, Private office team and BHC teams to organize events at the Residence.
• Clarify event objectives and requirements with those requesting events, get the events approved by the High Commissioner and thereafter inform the stakeholders.
• Manage invitations, RSVPs (using relevant platforms), guest lists, table cards, menus, and table plans.
• Maintain accurate RSVP records and communicate them to stakeholders.
• Work with relevant staff to ensure successful events that have value for money and provide on-site event assistance as needed.
• Other work as delegated.

Vendor and Relationship Management:

• Develop and maintain strong relationships with hospitality industry contacts, catering companies, event equipment hire companies, and organizations interested in holding events at the Residence.
• Conduct market research to ensure value for money, adhering to FCDO guidelines and and empanel vendors with BHC procurement team.
• Negotiate with external partners to secure value for money and smooth event delivery.
• Stay informed of industry trends and provide options to internal stakeholders for informed decision-making.

Financial and Administrative Management:

• Manage the Residence Entertainment budget.
• Handle invoicing, contracts (terms and conditions), event guidelines, and correspondence.
• Manage the shopping/purchase ledger and inventory for the cellar, kitchen, and pantry and reconcile the purchases on FCDO platform.
• Maintain an inventory of the official alcohol quota, record consumption, and maintain auditable records.
• Ensure the Residence asset inventory is recorded and regularly updated.
• Perform administrative duties for the High Commissioner, including daily diary cards, managing and reporting gifts in line with the policy and guidance.

Staff Management:

• Supervise 4 experienced Residence staff members, ensuring they have the resources needed for smooth daily operations.
• Maintain leave and overtime records and handle other necessary HR tasks.

Key Event Support:

• Support the preparation of the King’s Birthday Party (KBP), Investiture ceremonies and other events at the Residence.

Last date to apply for the job is 27th February 2025 by 23:55 IST