View Vacancy – Accommodation Officer (UKR24.231)

The British Embassy Kyiv is part of a worldwide network, representing British political, economic and consular interests overseas. We are recruiting an experienced Accommodation Officer to be part of a team of the British Embassy in Kyiv and will contribute to strengthening the UK-UA diplomatic relations. In particular, the Accommodation Officer will support the Estates Manager in compliant selection and management of residential properties providing excellent customer service at pace and with efficiency bringing value for money in accordance with ESND guidance and audit requirements. The Accommodation officer will be expected to deliver results both individually and through leadership.

Roles and main responsibilities:

• Work closely with the Estates Manager to maintain the post housing activities as required by ESND. In the situation of Estates Manager absence cover the minimum duties to ensure continues accommodation services. (e.g. assist with property searches and make recommendations for a new lease).
• Monitor changes in the Movement plan and act accordingly: schedule cleaning, organise float delivery, prepare keys and welcome guide, report tasks completion, communicate any difficulty in advance.
• Help to administer the post estates-related document flow: Lease Agreement, March-In/Out form, Occupation Letters, H&S compliant forms, Finance forms, Welcome to your property guide.
• Prepare drafts in accordance with FCDO requirements and assist with post estates information management: compiling estates files (both hardcopies and electronic) in accordance with audit requirements, ensuring all information is accurate and available for surprise checks and audit.
• Provide support with updating Post Estates Database including post offline e-books (Property Access, Staff at Post, Suppliers Contact List, Viewed Properties Profile) and centrally managed platforms (Planon). Act proactively when it is necessary to fill in the gaps of missing information.
• Contribute to Customer Support by checking emails regularly and responding as required. This involves raising awareness of the FCDO Accommodation Policy, ESND guidance and Post housing policies to understand how to deal with staff requests, record and process Request Tickets, maintain communication with the staff to help the team improve and maintain post corporate service agreement performance up to the standard. The requests vary: coordinating catering for small meetings, furniture rearranging, assisting with organisation of seasonal and regular cleanings, sorting issues with the Internet at post hirings.
• Deal with purchase requests and be involved in the procrement scheme when requested, making sure the FCDO Procurement Guidance requirements are met in full. This will include but not limited to the purchase of domestic equipment, soft and hard furniture,  collecting quotes and advising a new supplier, paying invoices and accounting expenses, recording the new items in the Post Inventory Registers.
• Perform other duties if there is an operational necessity and support Embassy initiatives and activities (e.g. participate in Embassy Committees, Clubs and working groups)