View Vacancy - Embassy Support Officer (ISL22.465)

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 Reykjavik is part of a worldwide network, representing British political, economic, commercial and consular interests overseas. We are currently looking for a Embassy Support Officer.

The Embassy Support Officer is a busy, multi-hatted role, delivering essential Embassy operations. They are part of the Embassy’s small Corporate Service Team and report to the Corporate Service Manager.

The job-holder will provide IT, administrative, logistical and transport support for the Embassy and will additionally perform the role of the Ambassador’s and Embassy’s official Driver.  

The job-holder will be responsible for the day-to-day management and the security of the Embassy estate and all its employees, buildings and assets.

As the Embassy’s principal buyer, they will also lead on all procurement related matters including purchasing, supplier liaison, contract negotiation and management and associated financial reconciliation.

They will lead on protocol matters such as processing diplomatic clearances, duty-free and customs applications.

As the British Embassy in Reykjavik is a very small team, the Embassy Support Officer is also required to provide cover for colleagues as and when necessary, such as providing back-up executive support to the Ambassador and be the first point of contact in the absence of the Corporate Services Manager (CSM).

The job- holder’s willingness to be flexible in helping colleagues is essential.

Main roles and responsibilities:

Office Administration, estate management, security and transport (80%)

  • Lead on the Embassy’s procurement and purchasing, ensuring adherence to FCDO guidance and obtaining value for money. Obtaining quotations, or putting out to tender and evaluating bids. Paying bills and monitoring budgets.
  • Manage the Embassy’s estate and assets, including stores, ensuring compliance with health and safety regulations, that buildings are kept in a good state of repair and inventories are accurate and kept up to date. Undertake small, ad hoc remedial tasks (such changing light bulbs, power-washing garage/decking etc). Actively manage projects to completion and oversee Preventative Maintenance Plans and contracts with external suppliers for the Embassy, Residence and rental properties. Continuous improvement of Property Compliance Assessment scores, implementing recommendations of periodic reports, keeping senior managers updated and abreast of ongoing works and new developments along the way.
  • Lead on day-to-day security-related matters, ensuring the Embassy estate, staff and assets are kept safe and secure, managing security arrangements for official visits and liaising with the Icelandic authorities and local security providers as required. Coordinating staff training, exercising and conducting regular emergency drills. 
  • Lead on all transport and logistics arrangements on behalf of the Embassy. Driving the Ambassador and Embassy staff to official engagements as required. Maintaining the Embassy Flag Car, carrying out checks and lead on buying and disposal of any official vehicles and/or parts.  Provide transport and logistical support for visits to Iceland by UK Ministers and senior officials. Lead on all protocol matters. Build and maintain relationships with key government authorities including State Protocol and Airport authority. Assist the CSM with UK based staff arrival and departure, process ID card applications, assist with car purchases/import, duty free and customs clearance for goods and the processing of diplomatic clearances for UK military visits. Collect and dispatch official mail and escort diplomatic couriers when necessary and manage the Embassy’s flags and other protocol related assets. 
  • Play an active role in the British Embassy in Iceland’s crisis response and contribute towards the delivery of wider Embassy objectives. 

IT Support (20%)

  • Be responsible for the day to day local supervision of the Embassy’s universal IT system and stand alone IT equipment. Help ensure security and integrity of Embassy systems.
  • Provide IT support to all staff at the Embassy, helping to resolve issues. Maintain user accounts, manage file permissions and mailboxes, distribution sets and IT inventory. Install new software, rebuild and maintain official IT hardware when required.
  • Be the point of contact for the Embassy’s phone system, manage user accounts and mobile device set-ups, change requests and equipment maintenance.
  • Fluency in English and Icelandic at C level according to CEFR Framework*
  • Experience in providing office administrative support and capable of delivering high quality, timely services when working independently.
  • Good understanding of IT physical networks (servers, modems, wiring racks etc) and of how to install and manage applications on IT networks.
  • Strong organisational skills and the ability to work at pace and in prioritising and managing a busy workload.
  • Good communication and interpersonal skills.
  • Good understanding of of MS Office applications
  • A valid, clean driving licence
  • Technical qualifications for similar IT support provision
  • Project management skills
  • A recognised qualification in Procurement and/or Contract Management
  • Knowledge of Reykjavik City and its surroundings an advantage
Changing and Improving, Making Effective Decisions, Managing a Quality Service, Working Together
25 September 2022
Administrative Officer (AO)
Full-time, Flexible working, Permanent
37
Europe, Eastern Europe & Central Asia
Iceland
Reykjavik
British Embassy
1
ISK
ISK 684,608 (gross monthly)
1 November 2022

No deductions are made from employees’ salaries, which include elements in respect of all required employer and employee contributions. Payment of all taxes and deductions are each employee’s responsibility.

The British Embassy offers a change-oriented, diverse and international environment with a strong focus on learning and development. Annual leave entitlement is 24 days rising to 30 days depending on length of service. The Embassy also observes an additional 14 local and UK public holidays.

The successful candidate will be subject to professional background check and security clearance.

All applicants should have the right to live and work in Iceland. The successful candidate must have pre-existing work authorization for Iceland in order to apply. The British Embassy does not sponsor for work permits.

Staff recruited locally by the British Embassy in Iceland are subject to Terms and Conditions of Service according to local Icelandic employment law.

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

Also, be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Kindly 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.

*For more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Bear in mind in case you are invited for an interview your languages skills are 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.