JOB DESCRIPTION

View Vacancy – Residence Manager (SVN25.363)

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 identity, 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. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.

Job Category

Foreign, Commonwealth and Development Office (Operations and Corporate Services)

Job Subcategory

Protocol, Visits and Events

Job Description (Roles and Responsibilities)

The British Embassy in Ljubljana is part of a world-wide network, representing British political, economic, consular and Defence interests overseas and is now looking for a Residence Manager, to manage, maintain and develop the British Ambassador’s Residence in Ljubljana, working to the Ambassador and liaising with the wider Embassy team.

Main purpose of the role:

As Residence Manager, you will plan and deliver high quality events (receptions, lunches, dinners etc) which make best use of the venue, are enjoyed by guests, provide excellent value for money and, crucially, support the Embassy’s goals. You will ensure that official overnight visitors at the Residence have a comfortable stay. You will manage hospitality and maintenance budgets, directly manage one Embassy employee, and oversee the work of several contractors and suppliers. You will be responsible for ensuring the Residence building and grounds are well-maintained, secure and comply with health and safety standards.

We are looking for a strong team player who is well organised and has good attention to detail, an excellent problem solver, able to act on their own initiative but judge well when to escalate to others, understands what providing excellent hospitality in a diplomatic or similar context looks and feels like, can manage employees, suppliers and contractors, is able to suggest creative ways to improve the way the Residence is used and how events are delivered, and is as comfortable organising large-scale events as dealing with more routine tasks such as overseeing maintenance and doing bulk shopping for events.

This role requires regular flexibility in working hours, as the jobholder will frequently need to oversee evening receptions and dinners and other events. Where possible, we would expect you to adjust your working hours to accommodate these commitments—for example, by starting later on days when evening work is required to avoid working excess hours and maintain a good work-life balance. Where such flexibility is not possible, for example in the run-up to a major event, time off in lieu (TOIL) will be provided.

Roles and Responsibilities:

Event management:

• Planning all official events at the Ambassador’s Residence (including small coffee meetings, lunches, dinners, receptions) working with the Ambassador and wider team to arrange all elements (catering, hiring external staff and professional moving services etc ) and liaising with other parts of the Embassy on issuing invitations, compiling guest lists and preparing menus;
• Overseeing the smooth running of events, ensuring guests have an enjoyable experience in a safe and secure environment, and managing Embassy and contracted staff and suppliers working at the event;
• Securing sponsorship for major events, such as the annual King’s Birthday Party, liaising with sponsors on contracts and, where part of the sponsorship package, work with sponsors on their use of the Residence for their own event;
• Working creatively with suppliers to ensure high-quality food and service and that all events provide excellent value for money and align with the Embassy’s goals;
• Organising the annual King’s Birthday Party reception, the Embassy’s largest and highest profile event with several hundred invitees, multiple suppliers and sponsors.

Residence maintenance

• Ensuring that the Residence is always well-presented and ready to receive visitors and overnight guests;
  Making best use of the space and garden by creating a welcoming, modern space for Embassy and wider events.
• Working with contracted housekeepers and maintenance staff, to ensure the official and private areas of the Residence are kept clean and well-maintained;
• Overseeing a rolling schedule of health and safety and other maintenance checks to ensure the Residence is compliant with health and safety standards and FCDO security procedures;
• Ensuring fixtures and fittings (including furniture, artwork, bedding, crockery, cutlery etc), fire alarms, electrical installations etc are maintained in good working order, organising repairs and replacements and maintaining a comprehensive inventory.

People and supplier management

• Direct line management of one employee and oversight of the work of contracted housekeeping and maintenance staff, creating a supportive, inclusive environment in which all those working at the Residence perform well, enjoy their work and feel part of the team;
• Managing regular and ad-hoc suppliers (e.g. for catering, maintenance and security, ensuring they provide good value for money, their service meets the Residence’s needs and that all administrative processes (e.g. invoicing and creating purchase orders)are completed efficiently and effectively on the FCDO’s budgetary systems.

Financial management

• Managing the Residence budgets, ensuring full compliance with FCDO financial management procedures and securing excellent value for money.
• Ensuring supplier and contractor invoices are processed promptly in accordance with FCDO financial processes.
• Contributing to monthly corporate leadership meetings with an update on expenditure and forecasting of future expenditure.

Contribution to the wider Embassy team

• Contributing to corporate Service Team meetings, bringing ideas for different ways of working and new initiatives.
• Other duties in support of the Embassy’s work as required

Essential qualifications, skills and experience

• Fluency in English and Slovene (both oral and written);
• Experience in a similar role of planning and managing events
• Excellent communication and ability to liaise with different internal and external stakeholders;
• Capacity to bring fresh ideas and to work under their own initiative, but also able to adapt and improve;
• Experience in working and managing budgets and range of contractors, ensuring they deliver on time and on budget to the required specification;
• Team management skills;
• Good organisational skills;
• Independent decision making.

Desirable qualifications, skills and experience

• Experience working for an international organisation
• Experience working for a diplomatic mission

Required behaviours

Changing and Improving, Delivering at Pace, Developing Self and Others, Managing a Quality Service

Application deadline

23 November 2025

Grade

Administrative Officer (AO)

Type of Position

Full-time, Fixed term, with possibility of renewal

Working hours per week

40

Region

Europe, Eastern Europe & Central Asia

Country/Territory

Slovenia

Location (City)

Ljubljana

Type of Post

British Embassy

Number of vacancies

1

Salary Currency

EUR

Salary

2,805.57 gross

Type of Salary

monthly

Start Date

5 January 2026

Other benefits and conditions of employment

This is a full-time, fixed term contract for one year, with the possibility of extension (40 hours gross per week).

The successful candidate will be subject to professional background, security clearance and a probation period of 6 months.

Candidate must have pre-existing work authorisation for Slovenia in order to apply.

Staff recruited locally by the British Embassy in Ljubljana are subject to Terms and Conditions of Service according to local Slovenian employment law.

Visa / Passport requirements: Candidates must currently hold the independent right to live and work in Slovenia and be prepared to ensure that right remains throughout the scope of the contract.

There may be the occasional requirement for travel outside Slovenia. For example, accompanying the FCDO officer to events at British Embassies in the region such as in Vienna, Sofia, Warsaw or Zagreb.

The vast majority of this role will take place in normal working hours, but occasional out-of-hours or weekend working may be required. (We aim to minimise this wherever possible. Where it cannot be avoided, we aim to plan this ahead of time; to respect personal circumstances; and to compensate with time off in lieu.)

Learning and Development: We want candidates with potential and ambition to grow. We are committed to supporting you with the following Learning and Development opportunities. Continuous learning and personal development is really important to us – everyone has strengths to build on, or challenges to overcome. Our L&D offer can help you achieve your best results. Early opportunities will include pre-arrival familiarisation training and formal training from London on our global digital communications approach and network.

This job also provides a unique opportunity to see first-hand the work of an Ambassador. Training and guidance will be provided on working with somebody who is blind, but much of the learning on how to do the job well will come from on-the-job experience. The job holder will have access to all the Embassy and FCDO learning opportunities as required.

The FCDO’s Diplomatic Academy offers a range of courses, including accredited qualifications to help you familiarise yourself with the work of the UK government internationally and how diplomacy works. And L&D funding is available to support your bids for further external training that will benefit you in the role.

As you develop in the role you might also explore job swaps or shadowing across our European network, formal training, and on-the-job training in a range of areas where you may need support.

What do we offer you?

• A fun, fast paced, rewarding work environment – you’ll be able to develop ideas that are listened to and often implemented;
• Investment in your skills: on-the-job training as well as professional development;
• A flexible/hybrid working environment (subject to some T&Cs.);
• Great colleagues – we are proud to hire friendly, driven, passionate people;
• A great place to work: an emphasis on work/life balance and wellbeing, free espresso, and more!

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 Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements