View Vacancy – Embassy Residence Manager and Receptionist AO (01/24 CHD)

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.

Job Category

Foreign, Commonwealth and Development Office (Operations and Corporate Services)

Job Subcategory

Corporate Services Support

Job Description (Roles and Responsibilities)

Main purpose of job:

The Residence Manager and Receptionist role will be an essential team member of the new British Embassy building in N’Djamena. The main function of the Receptionist / Residence Manager is to deliver excellent customer service and visitor management, as well as play an essential role in the smooth running of events and to provide assistance in the overall running of the embassy and residence buildings. This person should be a positive and friendly member of staff at the front of house to ensure the smooth running of the Embassy and the Ambassador’s Residence.

Roles and responsibilities:

Management of embassy and residence (50%)

Liaison with guards for visitor management and procedures, including making decisions around visitor requirements with vehicles and electronic equipment
Some informal management of cleaning staff around embassy/residence procedures
Overall management of reception area and hot desk/CCTV area, proactively deciding where best to spend time between main office and reception area, by looking ahead to busier times etc.
Send out mail (including diplomatic bag), including invitations, in consultation with embassy drivers

Customer Service (30%)

Lead on various elements of embassy-hosted events and receptions: deciding on visitor flow and management, how to best manage logistics, and be the main point of contact for local suppliers and partners, including decorations and sponsorship by finding out the alternatives and choosing the best option
Be the focal point for and greet Embassy visitors in an effective, friendly and polite manner, alerting staff of visitor arrivals
Justify and explain when visitors cannot enter the embassy premises where needed
Deal with all visitor queries and requests in-person or via email or telephone, in French and English – including needing to explain our consular procedures
Answer calls politely, quickly & efficiently, direct them to the right person, and manage the answering machine system/switchboard

Administrative (20%)

Set up and maintain spreadsheets around Gift Registers; any FOI requests; Procurement Contracts (with occasional support to this) etc.
Perform general clerical duties including photocopying, faxing , filling and ensuring equipment is in good condition
Support members of staff with administrative and ad hoc tasks, including hotel and flight bookings
Record keeping-filing both electronic and paper
Assist in management of transport booking and preparation of daily transport programme in consultation with the Embassy drivers
Update and distribute meeting room registers
Provide diary support to the Ambassador
Receive/stamp incoming invoices and mail & distribute accordingly

Essential qualifications, skills and experience

Excellent communication and interpersonal skills, ability to plan ahead, prioritise, and execute multiple tasks to a high standard.
Ability to produce good quality and accurate work, against tight deadlines.
Attention to detail and good follow-up discipline.
Ability to excel in a team working environment.
Intermediate/advanced written and spoken French and English.

Desirable qualifications, skills and experience

Can-do attitude; keen to get involved with wider work of the embassy.
Previous experience in office roles, working in multiple languages.

Required behaviours

Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together

Application deadline

3 June 2024

Grade

Administrative Officer (AO)

Type of Position

Fixed Term, Fixed term, with possibility of renewal

Working hours per week

35 hours

Duration of Post

12 months

Region

Africa

Country/Territory

Chad

Location (City)

N’Djamena

Type of Post

British Embassy

Number of vacancies

Salary

XAF 595,714, plus housing allowance of XAF 70,342 and transport allowance of XAF 37,876

Start Date

1 July 2024

Other benefits and conditions of employment

Learning and development opportunities:

In addition to on-the-job learning, the Foreign Commonwealth and Development Office offers a wealth of Learning and Development (L&D) opportunity (on-line and in person) to help staff pursue their professional development. This includes specific training on eg programme management, communications. The successful applicant will be required to undertake a number of mandatory trainings and will then have access to a range of L&D opportunities both in-house and overseas.

Working patterns:

Working hours are from 08:00 – 16:15 Monday to Thursday and 08:00 – 13:00 on Friday.

Additional information

Please complete the application form in full as the information provided is used during screening.
Please check your application carefully before you submit, as no changes can be made once submitted.
Employees recruited locally by the British Embassy in Chad are subject to Terms and Conditions of Service according to local employment law in Chad .
All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount
Information about the Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles
Please note: AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
Reference checking and security clearances will be conducted on successful candidates.
The British Embassy will never request any payment or fees to apply for a position.
Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate”.

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.

To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/
To help us track our recruitment effort, please specify on the application form/indicate in your cover letter where (globalvacancies.org) you saw this job posting.

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