Warsaw

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.

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Job Category

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

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Job Subcategory

Security

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Job Description (Roles and Responsibilities)

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.

Our new Post Security Manager will support the Post Security Officer (PSO) and Regional Overseas Security Manager (ROSM) in the delivery of effective safety and security measures at the British Embassy Warsaw and UK-based staff residential properties; appropriately mitigating and managing risks, ensuring the safety of people and Embassy assets under normal working conditions whilst also preparing for times of crisis. In addition, our Post Security Manager will ensure the efficient management and scheduling of drivers and vehicles to meet the operational demands of the Embassy. The candidate will ensure VIP and other visits are supported and correctly prioritised. This position requires excellent fleet management skills to ensure maintenance scheduling and repairs are completed in an efficient manner and to the highest standards. The role also requires the incumbent to display excellent financial management of the transport budget.

Main Purpose of Job:

Supporting ROSM in the consideration, planning, implementation and operation of physical security measures at the Embassy, overseeing these measures at the Embassy and UK-based residential properties and managing day-to-day access issues as they arise.
Be the point of contact for the accredited Facility Management (FM) Service Provider with respect to safety and security matters at the embassy and UK-based properties.
Manage the operational disposition of contracted guard force and measure contract implementation against agreed key performance indicators (KPI) and assisting in the provision of operational briefings, induction and regular security training for contracted guard force.
Act as the operational point of contact with local police, law enforcement agencies, the military and other Polish government agencies, developing and maintaining good working relations with senior police officers and counterparts in the host government and partner embassies, liaising on the provision of police and other security support to the Embassy.
Assist with updating security and transport elements of crisis management plans, ensuring relevant stakeholders, staff and UK-based families are aware and fully briefed. Act as a member of the Crisis Management Team, providing security and transport advice and assistance during crisis or emergency situations. Collaborate with CST in the maintenance and updating of crisis stores.
Help structured emergency procedure training for contracted guard force, staff and UK-based staff families. Planning and conducting emergency drills and the weekly testing of all alarm systems.
Be the focal point for Country Based Staff (CBS) security clearance processes, coordinating requirements with the ROSM and HR officer. Conduct security briefings for new staff, FM Service Provider personnel, accredited third party personnel and official visitors as required and issue security passes (if applicable) and manage the security clearances, security passes records.
In collaboration with the Secure Technical Services Officer (STSO) and FM Service Provider, manage and maintain technical security systems of the Embassy, including emergency communications equipment and security passes control.
Assist in the preparation and coordination of additional security measures for major Embassy events and VIP visits, liaising with relevant staff, venue security and local law enforcement, if applicable.
Undertaking additional duties in support of Embassy security and safety requirements.

Roles and responsibilities:

GUARDING

Daily interface with and management of the contracted guard force ensuring service delivery against KPIs, ensuring guard awareness and response to emergency procedures, including fire and incident drills, real or otherwise.
Preparation of contracted guard force briefing procedures, security, event and emergency plans.
Ensuring the function of contracted guard force technical equipment.
Liaison with guard force provider regarding guard appointments, security clearances and training.

OPERATIONAL SECURITY

In collaboration with ROSM, provide security advice including management and investigation of operational incidents and security and safety risks.
Be point of contact for all event security issues, ensuring guest lists are received in sufficient time and additional resources deployed where necessary, taking into account budgetary constraints and any necessary changes and adjustments in the program when required. Ensure the proportionate safety and security measures are in place.
Advise the Post Security Officer (PSO) and ROSM of any security breaches and occurrences, concerns and requirements, including repair of security equipment, CCTV, gates, bollards, blockers and perimeter fencing etc.
Security briefings for official visitors, temporary duty staff, new joiners and arriving families and assisting with training delivery to contractors.
Issue entry passes; maintain access control system and database.
Assist ROSM with implementing Overseas Security Advisor (OSA) recommendations, CBS clearances, independent research, providing reports on security-related subjects as required, analysis of current crime figures and trends in liaison with PSO and ROSM.
Be part of the Embassy crisis management plans and take part in crisis exercises as and when required.
Develop collaborative security knowledge via networks with other Embassy’s security staff, the Police and diplomatic security colleagues.
Carry out regular emergency drills and security training for staff and other third party personnel.
Be available to escort non-cleared contractors or visitors.

TRANSPORT

Manage a team of 2-3 drivers. Work with wider Embassy teams, especially private office, to meet and manage the Embassy transport requirements smoothly.
Create, manage and supervise transport logistics and delivery for VIP visits.
Manage purchase/dispose of vehicles and vehicle parts as and when needed through the FCDO internal accounting system, keeping management well informed in advance.
Ensure scheduled or emergency maintenance of the official fleet.
Champion a ‘customer first’ approach. Understand and appreciate customer requirements and quality standards. Meet and exceed customer expectations.
Maintain an excellent working knowledge of, and work proactively and in accordance with, all current and anticipated legislative requirements and best practice relevant to the transport.
Consistently promote and adhere to the Embassy policies, procedures and relevant legislation, including but not limited to aspects relating to health and safety.
Assist UK-based staff in registering and de-registering personal vehicles utilising a knowledge of the local law and VAT and excise reconciliation.

HEALTH & SAFETY – POST FIRE SAFETY

Be the first point of contact for fire safety issues acting as a leader in the fire safety field, cooperating with among the dedicated fire brigade, FM Service Provider, local H&S provider and the Residence team, etc.
Work proactively to maintain H&S working conditions at the Embassy, identify and report any hazards, risks or incidents.
Ensure all staff and third-party personnel, if applicable, receive adequate training and instructions in emergencies and procedures.
Lead on the Embassy’s response to the annual Post Compliance Assessment.
Conduct and record weekly fire safety audit checks, maintaining the Embassy Fire Safety Manual according to the FCDO requirements.
Conduct and record annual evacuation drills (the Embassy and the Residence), arrange for the fire safety trainings and practical exercises for staff, including recruitment and management of the Embassy fire wardens and Post Fire Safety Managers.

OTHER DUTIES

To support ROSM in their absence by:

Providing first rate professional and up to date security advice to all staff regarding the management and investigation of operational incidents.
Manage any operational incidents with calmness, empathy and expertise in a way that ensures the Embassy’s security and reputation is maintained.
Liaise with CST to conduct residential properties security surveys on potential new staff residential properties as well as post-incidents or audit checks.
Act as point of contact for any local security projects under the guidance of the ROSM.

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Essential qualifications, skills and experience

Fluency at C1 level in English and Polish (according to the CEFR*);
Experience in security management in corporate, military / government sectors, or similar;
Experience/knowledge of Fire, Health & Safety work practices and Emergency Procedures;
Proven ability to communicate effectively (both verbal and written) with various internal and external parties;
Proven record of strong problem-solving skills backed by sound judgement, discretion and diplomacy;
Strong attention to detail;
IT experience, including MS Office (Word, Excel, PowerPoint), Teams, Outlook.

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Desirable qualifications, skills and experience

Experience within a diplomatic environment, dealing with ministerial visits and/or VIP’s;
Experience in transport, fleet management and/or logistics;
Strong customer service background;
Previous experience in managing staff;
Capable of working under high pressure.

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Required behaviours

Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together

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Application deadline

9 September 2024

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Grade

Executive Officer (EO)

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Type of Position

Full-time, Fixed Term

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Working hours per week

37,5

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Duration of Post

24 months

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Region

Europe, Eastern Europe & Central Asia

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Country/Territory

Poland

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Location (City)

Warsaw

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Type of Post

British Embassy

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Number of vacancies

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Salary Currency

PLN

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Salary

11,322

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Start Date

1 November 2024

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Other benefits and conditions of employment

This is a full-time, fixed-term position of 5 days (37.5 hours net) per week, for a period of 2 years, with the possibility of a permanent contract.

The gross salary for this position is PLN 11,322 gross per month.

The successful candidate will be subject to the references check and satisfactory completion of a probationary period of three months.

The annual leave entitlement is 20 or 26 days per year pro rata and the Embassy also enjoys a maximum of 14 Polish / UK public holidays per year.

Please note that staff members are responsible for paying any income tax required by the local law.

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

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

Working pattern: The British Embassy Warsaw supports and promotes flexible working as a crucial part of our inclusive offering. This role allows for flexibility in start and end times, but core hours should be expected to take place at the Embassy premises. The nature of the role will occasionally necessitate the Post Security Manager works outside of normal working hours, with very little notice to assist with events or VIP visits which are compensated with time off in-lieu.

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Additional information

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

The start date mentioned in the advert is just an expected start date. The appointment can start earlier or later depending on several factors.

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

*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.

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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.

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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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