Residence Coordinator and Social Secretary to the British Ambassador to NATO (BEL19.177)

Residence Coordinator and Social Secretary to the British Ambassador to NATO (BEL19.177)

United Kingdom Joint Delegation to NATO

Brussels, Belgium 

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category: Foreign and Commonwealth Office (Residence and Support Staff)
Job Subcategory: Housekeeper

Job Description (Roles and Responsibilities)

The United Kingdom’s Joint Delegation to NATO is the vital link between the UK Government and the North Atlantic Treaty Organisation. Its principal roles are to promote British interests in NATO and to keep UK Ministers and Government Departments informed about NATO discussions and is now looking for a Residence Coordinator and Social Secretary to the British Ambassador to NATO working within the British Diplomatic Residence.

As Residence Coordinator and Social Secretary, you will run the day-to-day operation of the Residence of the British Ambassador to NATO to a high standard and ensuring it is well kept at all times. Lead on ensuring smooth delivery of all arrangements, including set up and catering for official events. You will be a confident and calm colleague who can work independently (or in a small team when required) in, at times, a high profile, fast paced environment. Flexible even under pressure and discreet at all times.

Main Duties and Responsibilities

Residence Coordinator

  • Administer the Residence, including stock control, procurement, inventories, database upkeep for management reporting purposes, basic book-keeping and accounting records, ensuring efficiency, accuracy and delivering value for money;
  • Manage the Residence imprest and petty cash;
  • Manage the cleaner to ensure they provide a high standard of housekeeping service throughout the Residence. Ensure best use of available resources by organising and coordinating the cleaner’s work schedule according to the needs and requirements of the Ambassador and/or the UKDel when hosting official events, up to 3 times a week, at the Residence;
  • Manage the laundry and dry cleaning service for the Residence (personal and official) in liaison with the UK Missions’ shared platform team where necessary;
  • Report maintenance jobs, and liaise with the Facilities Management support team to provide contractor access to the Residence;
  • Prepare simple meals for the Ambassador when not entertaining officially.

Social Secretary

  • Liaise with the Ambassador’s Private Office and external caterers, as required, to ensure smooth delivery of official events hosted at the Residence and other locations;
  • Arrange dinners, lunches and other events;
  • Manage invitations to guests, arrange menu printing, name cards and seating plans;
  • Assist with event set-up and breakdown;
  • Assist with simple catering tasks, serving refreshments and support events held elsewhere as well as supporting events held elsewhere;
  • Meet and greet houseguests, including official overnight guests;
  • Be available at short notice, including occasional evenings and weekends;
  • Observe Health & Safety and Security guidance to provide a compliant, safe, hygienic, working environment avoiding accidents or security breaches;
  • Carry out any other ad-hoc duties in accordance with the needs of the operation. Support Private Office in UKDel and the UK Missions’ shared platform when required.

Essential qualifications, skills and experience

  • Two years of experience in a private residence or hotel setting including management and food bevarage and/or in a government protocol setting;
  • Previous PA experience and event management experience;
  • Confident, discreet, adaptable self-starter able to work effectively without supervision;
  • Ability to demonstrate high standards, effectively prioritise, and strong attention to detail;
  • Ability to multitask and demonstrate adaptability;
  • Flexibility in terms of working hours and duties – be prepared to work additional hours in support of events hosted by the Mission; including occasional evenings and weekends;
  • Willing to take on new responsibilities when necessary;
  • Good interpersonal skills: be someone who can negotiate effectively and deliver under pressure, whilst treating others with respect;
  • Ability to undertake manual tasks;
  • Basic cooking and food preparation skills;
  • Strong oral and written communication skills;
  • Good command of English and French.

Desirable qualifications, skills and experience

  • IT and multimedia skills (basic computing skills, excel etc.);
  • Good command of Dutch would be desirable;
  • Good knowledge of wines would be an advantage.

Required competencies

  • Changing and Improving, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace.

Application deadline: 27 May 2019
Grade: A2 (L)
Type of Position: Full-time, Flexible working, Permanent
Working hours per week: 40
Type of Post: UK Delegation
Number of vacancies: 1
Starting monthly salary (EUR): 3,334.47
Start Date: 15 May 2019

Other benefits and conditions of employment

This is a permanent full-time position, where you will be expected to work a maximum of 40 hours per week, 5 days over 7, on a shift basis as per operational requirements. May include some early, late and split shifts. Mostly Mon-Fri but flexibility will be required, including occasional weekend working and some overtime.Time off in lieu (TOIL) will be granted for additional hours worked at the discretion of the Ambassador and/or line manager.

The monthly gross salary for this position is € 3,334.47 gross A2 (L) level. Furthermore this post attracts a monthly meal allowance.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

The successful candidates will be subject to professional background checks and security clearance.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

Visa/passport requirements: Must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Additional information

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.

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© EuroJobsites 2019

EuroJobsites is a UK registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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