View Vacancy - Corporate Services Officer/Receptionist & PA to the Deputy Head of Mission (BGR21.583)

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

The British Embassy in Sofia is part of a worldwide network, representing British political, economic and consular interests overseas and is now looking for a Corporate Services Officer/Receptionist & PA to the Deputy Head of Mission (DHM) for a maternity leave cover.

As part of the Corporate Services Team, this role provides high quality support and customer service to internal and external stakeholders of the British Embassy Sofia, including on protocol questions. Provide personal assistance to the DHM in organising and co-ordinating tasks from different teams and providing diary management support. Lead on the administration and compliance work required for projects funded by International Programme funds, including advising project leads, submitting returns to London and co-ordinating outstanding tasks on behalf of Post.

Main Duties and Responsibilities:

  • Responsible for the Embassy’s official mailbox with a particular focus on dealing with complex queries, e.g. by UK nationals or businesses, which require collating and analysing information from different Embassy teams and other resources, and submitting well researched responses.

  • Protocol work, including liaising with the Bulgarian Ministry of Foreign Affairs on various matters, such as visa requirements, dealing with VAT refund questions, drafting of notes verbales, and preparing the set of documents needed for the issuance of diplomatic identity cards on behalf of all UKB colleagues/spouses and children at Post.

  • Other corporate services including requesting and coordinating FCDO lorry permits from Bulgarian authorities, creating documents related to diplomatic mail, preparing a weekly rota of duty officers, etc.

  • Management of the transport schedule, including weekly drivers’ programmes, booking of official vehicles and dealing with mileage queries. Acting as a line manager to two staff.

  • Language Officer – responsible for organising all Bulgarian language training and exams for UK based staff and their spouses at Post; co-ordinating hours entitlement with colleagues in the UK; act as the link between students and teachers, monitoring outstanding hours of language training and receiving invoices from teachers on Prism.

  • Delivering P2P work, including creating requisitions, receipting and purchase orders management on Prism, particularly related to Bulgarian language teachers but also to other suppliers.

  • Personal Assistant (PA) to the Deputy Head of Mission: organising and co-ordinating tasks from different teams, collation of returns from different teams and providing diary management support, commissioning briefings, arranging travel and accommodation for trips.

  • Act as a backup cover (e.g. due to annual leave cover or other absences) to the Head of the Ambassador’s office on all tasks required. 

  • Together with the DHM, lead on the administration and compliance work required for projects funded by International Programme funds, including advising project leads, submitting returns to London, monitoring projects progress and co-ordinating outstanding tasks on behalf of Post.

  • Providing support for Embassy committees, e.g. the Post Management Committee, Crisis Committee, in drafting and circulating agenda, taking minutes, following up on actions.

  • Responsible for changing the messages/options on the Embassy’s switchboard, when required.

  • Excellent communication skills and ability to communicate effectively with diverse interlocutors, including internal stakeholders, government officials and the general public.

  • Fluency in English and Bulgarian languages, both verbal and written ( minimum C1 level according to the Common European Framework of Reference for Languages*).

  • Ability to collate, organise, understand complex information, and communicate key findings to colleagues and partners.

  • Strong organisational skills and experience in prioritising tasks and working towards deadlines.

  • Ability to work under pressure.

  • Experience with MS office suite: Word, Outlook and TEAMS.

  • Experience or knowledge of working in an international environment.

  • Experience in diary management and acting as a personal assistant.

  • Previous line management experience.

16 January 2022
Administrative Officer (AO)
Fixed Term, Full-time
36
12 months
Europe, Eastern Europe & Central Asia
Bulgaria
Sofia
British Embassy
1
BGN
1,828.76 (non-negotiable, payable 13th times per year).
14 February 2022

This is a fixed-term full-time position (36 hours per week) for 12 months to cover for a maternity leave.

The successful candidate will receive a monthly salary of BGN 1,828.76 gross, payable 13 times a year at a local A2 level.

The successful candidate will be subject to confirmation of a background and security clearance. Anyone with right of residence and employment in Bulgaria may apply, including all EU/EEA citizens and the family members of EU/EEA nationals exercising a treaty right in Bulgaria.

Staff recruited locally by the British Embassy are subject to terms and conditions service according to Bulgarian employment law.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Bulgaria 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.

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

*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.

This opportunity is closed to applications.