View Vacancy – Diplomatic Support and Estates Officer, British Embassy Warsaw (POL24.291) – MATL cover

Poland is an important partner for the UK. The British Embassy Warsaw works to develop relations between all parts of Poland and all parts of the UK. Our work covers the breadth of the bilateral relationship, including political, commercial, security and economic issues of interest to both the UK and Poland, which we deliver under the framework of a Country Strategy setting out key objectives. Roles and responsibilities might evolve, in line with the Country Strategy. 

The British Embassy Warsaw is committed to being an inclusive employer. We actively champion diversity and UK values, internally and externally. We value team working, flexibility, responsibility and creativity, as well as everyone’s contribution to making the Embassy a great place to work, where our people get good training and fulfil their potential.  We have a strong Learning and Development culture, organise regular in-house training opportunities, and encourage staff to take on opportunities for development. 

Main purpose of job:

The main purpose for the job is to provide support to diplomats on their onboarding, posting and stay in Poland. The job will require engagement or/and leadership in various estates issues related to diplomats’ residential properties and the Embassy own buildings independently or in cooperation with a dedicated Facilities Management service provider as well as handling of diplomats’ luggage. In addition, the job holder will be leading on immersion and language training for diplomats and cooperation with the Polish Ministry of Foreign Affairs with respect to accreditation and legality of stay. The ideal candidate should have excellent interpersonal and communication skills, be confident in providing professional support to diplomats, senior officers and Post and other stakeholders involved, and should show initiative and high standards of customer care.

Main responsibilities:

Diplomatic administrative support

• Management of diplomats’ arrivals and departures in line with their postings.
• Lead on diplomats’ induction communication and onboarding process.
• Coordinate arrangements of diplomats’ official stay with local authorities.
• Support diplomats in applying for travel documents regarding diplomats’ official trips abroad.
• Support diplomats in handling heavy luggage and UAF and coordination of actions with external stakeholders.
• Coordinate of excise duty exemption certificates, if applicable.
• Other administrative support as required, including updating diplomatic corporate services related reports, preparing note verbales.

Estates support

• Lead on accommodating diplomats in line with internal rules.
• Management of estates projects and works in cooperation with FM service provider, if applicable.
• Actively participate in estates audit preparations and implementation of post-audit recommendations.
• Work on internal policies, reports, instructions and surveys.
• Purchase of goods and services considering value for money and internal procurement rules.
• Effectively cooperate with suppliers, including setting up suppliers and contracts’ negotiation.

Other corporate services support

• Management of the art collection including inventory, moves and repairs (GAC).
• Cooperate with hotels and keep expenditure rates for Poland (hotels, subsistence, transport, etc.) up to date (GEG).

Essential qualifications, skills and experience:

• Excellent level of written and spoken English and Polish (both oral and written, minimum C1 level);
• BA graduate or higher.
• Strong interpersonal and communication skills.
• Enthusiastic, energetic and dedicated team player with a proven passion for customer care.
• Proven record of strong problem-solving skills backed by sound judgement, discretion and diplomacy.
• Experience in managing and delivering a demanding workload as well as responding flexibly to changing priorities.
• Strong sense of personal responsibility and the ability to assess and initiate things independently.
• Good IT skills, including MS Office (Word, Excel, PowerPoint), Teams, Outlook.