View Vacancy - Diplomatic Support and Estates Officer (POL19.091)

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)
Estates, Procurement

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 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;
  • Liaise with relevant stakeholders on educational contracts and payment processing;
  • Actively manage contacts with Polish language teachers and language centres;
  • Arrange for Polish language trainings, immersions and exams for diplomats and payments processing;
  • Support to diplomats in handling heavy luggage and UAF and coordination of actions with external stakeholders;
  • Coordinate of excise duty exemption certificates;
  • Other administrative support as required including updating diplomatic corporate services related reports.

Estates

  • To take the lead on some estates issues and provide support to the Estates Manager for others including on managed properties;
  • Cooperate with external facilities management provider;
  • 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.

Procurement and Corporate Services

  • Purchase goods and services considering value for money and internal procurement rules;
  • Effectively cooperate with suppliers, including contracts’ negotiation;
  • Approve setting up suppliers;
  • Stationery orders and management of stationery budget;
  • Act as a back-up cashier and invoice and payment batch processor.

  • Fluency in English and Polish (both oral and written);
  • Strong interpersonal and communication skills;
  • Time-management and self-management skills;
  • Proven organisational skills;
  • Experience in estates management and procurement;
  • Ability to analyse problems and come up with workable solutions;
  • Very good IT skills (including MS Vista, Word, Outlook, Excel, internet).

  • Analytical and financial skills;
  • Experience in working with foreign nationals.
24 February 2019
Executive Officer (EO)
Full-time, Temporary, Fixed Term
24 months
Europe, Eastern Europe & Central Asia
Poland
Warsaw
British Embassy
1
PLN
7,634 gross
18 March 2019

This is a temporary full-time position of 5 days (37.5 net per week) for a two years contract.

The monthly gross salary for this position is PLN 7,634.

Please note that staff members are responsible for paying any income tax required by the local law. Please be aware that the British Embassy in Warsaw will not be able to cover any costs connected with relocation.

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.

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: 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 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 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.