The British Embassy Amman has a vacancy for Estates Assistant, job grade Administrative Assistant (AA) on a fixed-term contract of two (2) years.

The British Embassy’s estate comprises an office building and a compound which includes leisure facilities (swimming pool, gym, tennis / basketball court, football pitch, children’s play area).  A major part of the estate is the 70+ leased properties for UK based staff and a representational residence for HM Ambassador near 4th circle. 

You will be working across all potential aspects of Estates work; hard and soft facilities management, contracting, projects, stock control, leasing accommodation and getting properties ready for occupation. 

You will have specific responsibility for data management of all information related to the Estates section. Ensuring that data is continually updated, accurate, well organised, and maintained to the highest standard, digitised where applicable, and used to generate statistical data to support the Head of Estates to make date led informed decisions.  You will be required to work to an excellent standard across several Microsoft programmes and FCDO digital systems, as well as the latest Ai tools available. 

You will support the Embassy’s health, safety and welfare standards for the benefit of all in a ‘zero harm’ culture.   You will also be part of the drive to reduce the Embassy’s carbon footprint through greater use of renewable energy, reduction in waste and the increase of sustainable practices. 

The jobholder will need to role model the Corporate Service values of: Integrity, Honesty, Professionalism, and Kindness.

Roles and responsibilities:

The jobholder will maintain accurate, up-to-date, and well-organised digital and hard copy records for all leased properties on the platform, including property, tenancy, financial, landlord, compliance, and asset information, ensuring all documentation (such as lease agreements, termination letters, registration certificates, inspection reports, and landlord-supplied furniture and appliance records) is updated throughout the property lifecycle, from onboarding to hand back.

Processing and recording accommodation data on the FCDO digital system [Planon], including creating property codes and insert all required information.

Maintaining and accurately tracking a digital inventory of furniture and appliances distributed across British Embassy premises or held in storage, in full compliance with FCDO policies and asset‑management requirements.

Following up on utilities payments in coordination with relevant Corporate Services sections to ensure all payments are settled on time and accurately recording and processing utilities consumption data. Coordinating the transfer of meter ownership to the Embassy when onboarding new apartments, and back to landlords when apartments are terminated.

Support the administration of Planned Preventative Maintenance (PPM) schedules, coordinate and track daily Estates requests received through official channels, maintain accurate records of maintenance activities and resource utilisation across British Embassy premises, and analyse operational data to produce reports and statistics that support management decision-making in line with FCDO policies and procedures.

Providing administrative support to the Estates department, including e‑filing, documentation control, and data entry. Reporting back to management as required on queries, information requests, or data accuracy issues.

Manage fuel ordering operations for heating systems, including raising refill requests, monitoring usage, and maintaining accurate consumption records. Analyse data to produce statistical insights and identify inefficiencies.

Maintain and regularly update asset registers, including the Forward Maintenance Register (FMR), glass register, and other relevant records to ensure all assets are accurately captured and maintained within the system.

Your responsibilities include, but are not limited to:

Health, Safety and Statutory Compliance

• Understand and operate within FCDO guidelines for leased properties and standards of living. Understand basic health and safety regulations pursuant to Diplomatic staff accommodation. 

Communication and engagement 

• Seek and act on customer feedback and use this to drive continuous improvement with the Estates team.
• Provide cover during absences/ annual leave as required for the Estates Officer.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future, and this would be at the discretion of the line manager/ senior management and agreed with the jobholder. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required.

Key behaviours required:

• Managing a Quality Service – Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Delivering at Pace – Take responsibility for delivering timely and quality results with focus and drive.

In addition, we are looking for someone who can demonstrate the Civil Service values of:

• Integrity
• Honesty
• Objectivity
• Impartiality

As with all corporate service jobs, no two days are the same. This brings with it regular and unusual challenges.  Your actions will matter hugely to staff and the ability to think creatively, have excellent people and resource management skills and sound judgement are all essential qualities. You should be comfortable dealing with staff at all levels and build co-operative and productive working relationships with everyone you contact.

• Excellent working level communication skills in English (both oral and written).
• Good general standard of education [A Level/BTEC or similar] in a relevant field or equivalent experience.
• Very strong IT skills and literacy in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams) as well as data management and use of Ai.
• Previous experience in maintaining accurate records, data management, administrative support, or data entry roles.
• Demonstrated initiative, adaptability, and the ability to work flexibly both in a team and individually.
• Highly organised and able to problem solve, confident in handling day-to-day tasks.
• Excellent team working skills including with evidence of working collaboratively with multicultural colleagues.