Accommodation Officer (UKR24.231)

Job Description (Roles and Responsibilities)

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)

Essential qualifications, skills and experience

• Fluency at C1 level in English and C2 level in Ukrainian according to CEFR framework*, or equivalent;

• At least 2 years of previous working experience in Estates, Facility management or Admin roles with international partners and organizations;

• Bachelor Degree in business administration, management, finance, technology or similar field;

• IT confidence especially working with Outlook, Excel, Teams, MS tools;

• Confident user of office equipment;

• Demonstrated resilience and emotional intelligence: ability to work under pressure in the fast changing environment;

• Well-organized and disciplined;

• Excellent communication skills.

Desirable qualifications, skills and experience

• Experience of working with Integrated Workplace Management Systems (IWMS) such as Planon, Pyramid or any other related to facility management;
• Analytical mindset;
• Working in Estates or Customer Service;
• Previous experience in managing a small team (2-3 members) will be an advantage.

Required behaviours Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together Application deadline 25 June 2024 Grade Administrative Officer (AO) Type of Position Full-time, Permanent Working hours per week 40 Region Europe, Eastern Europe & Central Asia Country/Territory Ukraine Location (City) Kyiv Type of Post British Embassy Number of vacancies 1 Salary Currency USD Salary 1,810.37 gross Start Date 1 August 2024 Other benefits and conditions of employment

This is a full-time permanent contract, for 40 working hours per week including 1 hour per day for lunch.

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

British Embassy Kyiv will provide a full induction. The jobholder will have access to British Embassy Kyiv’s full learning and development offer, which includes the Foundation Programme in UK International Policy and Diplomacy and other related courses. This position provides an excellent opportunity to learn about the role of an Embassy and international relations/diplomacy in Ukraine.

All applicants should have the right to live and work in Ukraine. The British Embassy does not sponsor work permits.

Staff recruited locally by the British Embassy in Kyiv is subject to Terms and Conditions of Service according to local Ukrainian employment law.

Additional information

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.

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 British Diplomatic Missions 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.

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.