View Vacancy - Embassy Residence Manager and Receptionist AO (03/23 CHD)

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

Main purpose of job:

The Residence Manager and Receptionist role will be an essential team member of the new British Embassy building in N’Djamena. The main function of the Receptionist / Residence Manager is to deliver excellent customer service and visitor management, as well as play an essential role in the smooth running of events and to provide assistance in the overall running of the embassy and residence buildings.  This person should be a positive and friendly member of staff at the front of house to ensure the smooth running of the Embassy and the Ambassador’s Residence.

Roles and responsibilities:

Management of embassy and residence (50%)

  • Liaison with guards for visitor management and procedures, including making decisions around visitor requirements with vehicles and electronic equipment
  • Some informal management of cleaning staff around embassy/residence procedures
  • Management of security guards scanning of mail, and problem solving around timings and calendars with all the weekly maintenance, alarm testing and fumigations etc. in our new, larger embassy
  • Overall management of reception area and hot desk/CCTV area, proactively deciding where best to spend time between main office and reception area, by looking ahead to busier times etc.
  • Send out mail (including diplomatic bag), including invitations, in consultation with embassy drivers

Customer Service (30%)

  • Lead on various elements of  embassy-hosted events and receptions: deciding on visitor flow and management, how to best manage logistics, and be the main point of contact for local suppliers and partners, including decorations and sponsorship by finding out the alternatives and choosing the best option
  • Be the focal point for and greet Embassy visitors in an effective, friendly and polite manner, alerting staff of visitor arrivals
  • Justify and explain when visitors cannot enter the embassy premises where needed
  • Deal with all visitor queries and requests in-person or via email or telephone, in French and English – including needing to explain our consular procedures
  • Answer calls politely, quickly & efficiently, direct them to the right person, and manage the answering machine system/switchboard

Administrative (20%)

  • Set up and maintain spreadsheets around Gift Registers; any FOI requests; Procurement Contracts (with occasional support to this) etc.
  • Perform general clerical duties including photocopying, faxing , filling and ensuring equipment is in good condition
  • Support members of staff with administrative and ad hoc tasks, including hotel and flight bookings
  • Record keeping-filing both electronic and paper
  • Assist in management of transport booking and preparation of daily transport programme in consultation with the Embassy drivers
  • Update and distribute meeting room registers
  • Provide diary support to the Ambassador
  • Receive/stamp incoming invoices and mail & distribute accordingly
  • Excellent communication and interpersonal skills, ability to plan ahead, prioritise, and execute multiple tasks to a high standard.
  • Ability to produce good quality and accurate work, against tight deadlines.
  • Attention to detail and good follow-up discipline.
  • Ability to excel in a team working environment.
  • Can-do attitude; keen to get involved with wider work of the embassy.
  • Previous experience in office roles, working in multiple languages.
Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
1 December 2023
Administrative Officer (AO)
Fixed Term, Fixed term, with possibility of renewal
35 hours
12 months
Africa
Chad
N'Djamena
British Embassy
1
XAF 595,714 plus housing allowance of XAF 70,342 and transport allowance of XAF 37,876
8 January 2023

Learning and development opportunities:

In addition to on-the-job learning, the Foreign Commonwealth and Development Office offers a wealth of Learning and Development (L&D) opportunity (on-line and in person) to help staff pursue their professional development.  This includes specific training on eg programme management, communications.   The successful applicant will be required to undertake a number of mandatory trainings and will then have access to a range of L&D opportunities both in-house and overseas.

Working patterns:

Working hours are from 08:00 – 16:15 Monday to Thursday and 08:00 – 13:00 on Friday.

  • Please complete the application form in full as the information provided is used during screening.
  • Please check your application carefully before you submit, as no changes can be made once submitted.
  • Employees recruited locally by the British Embassy in Chad are subject to Terms and Conditions of Service according to local employment law in Chad .
  • All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
  • Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount
  • Information about the Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles
  • Please note:  AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
  • Reference checking and security clearances will be conducted on successful candidates.
  • The British Embassy will never request any payment or fees to apply for a position.
  • Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate”.
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.

This opportunity is closed to applications.