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. 

We are looking to recruit a Diplomatic Support and Estates Officer to provide support to diplomats on their onboarding, posting and stay in Poland. The job will require engagement 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 service.

Roles and responsibilities:

1. Diplomatic administrative support

• Manage 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 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.

2.    Estates support

• Cooperate with Facilities Management on accommodating diplomats in line with internal rules.
• Manage estates projects in cooperation with external service providers and HQ in London, if applicable.
• Actively participate in estates audit preparations and implementation of post-audit recommendations.
• Work on internal policies, reports, instructions and surveys.
• Procure goods and services when required.

3.    Other corporate services support

• Manage the art collection including inventory, moves and repairs.
• Cooperate with hotels and keep expenditure rates for Poland (hotels, subsistence, transport, etc.) up to date.
• Manage stationery supplies.
• Support in wider corporate services tasks.

Essential on arrival:

• Full professional proficiency in Polish (C2) and English, including excellent writing skills at a minimum of C1 level according to CEFR*; 
• Completed university degree at a minimum level of bachelor’s / undergraduate degree;
• Minimum 2 years of work experience, potentially in customer service or administrative support positions;
• Strong interpersonal and communication skills, with great stakeholder management 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, MS Teams, Outlook).