Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Estates, Procurement
Due to COVID-19, you may experience some delay in the progress of this recruitment campaign and we are working hard to minimise any disruption.
The British Embassy in Poland is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking to recruit a Diplomatic Support and Estates Officer.
The main purpose for the job is to provide support to diplomats on all issues concerning their posting and stay in Poland, as well as on estates issues. The ideal candidate should have excellent interpersonal and communication skills, be confident in providing professional support to diplomats but also other stakeholders, show initiative and high standards of customer care.
Main responsibilities will include:
Diplomatic administrative support
- Management of diplomats’ arrivals and departures in line with their postings;
- Lead on diplomats’ induction communication and processes;
- Coordinate with local authorities arrangements of diplomats’ official stay in Poland;
- Support in applying for travel documents regarding diplomats’ official trips abroad;
- Support diplomats in handling heavy luggage and UAF and coordination of actions with external stakeholders;
- Coordinate of excise duty exemption certificates, if applicable;
- Other administrative support as required, including updating diplomatic corporate services related reports.
Estates support
- Lead on accommodating diplomats in line with internal rules;
- Management of estates projects and works in cooperation with FM Interserve and third parities, if applicable;
- Control of rent and deposit payments and returns;
- Actively participate in estates audit preparations and completion of recommendations;
- Work on internal policies, reports, instructions and surveys;
- Work on safety processes, trainings, compliance with internal and local regulations;
- Purchase of goods and services considering value for money and internal procurement rules;
- Effectively cooperate with suppliers, including setting up suppliers and contracts’ negotiation;
- Other estates duties as required.
- Fluency in Polish and English (both oral and written, minimum C1 level*);
- Bachelor degree or higher in a related field;
- Proven experience in estates management, procurement and customer care;
- Enthusiastic, energetic and dedicated team player with a proven passion for customer care;
- Strong interpersonal and communication skills;
- Proven experience in managing and delivering a demanding workload as well as responding flexibly to changing priorities;
- Strong sense of personal responsibility and the ability to assess and initiate things independently;
- Good IT skills (including MS Vista, Word, Outlook, Excel, internet).Strong IT skills in MS Outlook, Word, and PowerPoint.
- Analytical and financial skills;
- Experience in working with foreign nationals.
Leading and Communicating, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace
14 February 2021
B3 (L)
Full-time, Fixed term, with possibility of renewal
37.5 net
Europe, Eastern Europe & Central Asia
Poland
Warsaw
British Embassy
1
8,462 gross
1 April 2021
This is a full-time fixed-term position of 5 days (37.5 net per week) for 2 years with the possibility of renewal by mutual agreement.
The gross salary for this position is PLN 8,462 gross per month. Working hours are flexible and staff are entitled to time-off-in-lieu for agreed extra hours worked. The annual leave entitlement is 20 or 26 days per year pro rata and the Embassy also enjoys a maximum of 14 Polish / UK public holidays per year.
Please note that staff members are responsible for paying any income tax required by the local law.
The successful candidate will be subject to the Polish references check and satisfactory completion of a probationary period of three months.
Candidates must have pre-existing right to live and work in Poland for the duration of the job offer in order to apply. The British Embassy does not sponsor work permits.
Staff recruited locally by the British Embassy in Warsaw are subject to Terms and Conditions of Service according to Polish employment law.
Visa / Passport requirements:
Candidates must currently hold the independent right to live and work in Poland and be prepared to ensure that right remains throughout the scope of the contract. Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.
Working patterns
BE Warsaw has a strong commitment to work/life balance. Office hours are 8:30 – 16:30, staff are encouraged to leave on time. Flexi-hours are also possible within the Embassy building’s opening hours (0800-1800).
We have mobile technology and most staff in the team work from home one day a week in normal circumstances.
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 Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C2 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarize information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.
Additional Information (due to Covid 19):
- You may experience some delay in the progress of this recruitment campaign and we are working hard to minimise any disruption;
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Interviews will be done remotely if the existing situation determines this to be the right course of action;
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Starting date may be delayed depending on circumstances at the time and it will be agreed with the selected candidate.
To help us with our recruitment effort, please indicate on the application form /in your cover letter where (ngotenders.net) you saw this job posting.