Main purpose of job:

As part of the British Embassy’s Corporate Services team, undertake responsibilities for managing the day-to-day operation of the British Embassy’s reception. Manage the British Embassy’s outgoing and incoming mail and effectively manage the stationery stores. Deal with members of the public in a courteous and professional manner at all times whether via email, telephone or in person within allotted target times. Have responsibility for the main point of the Embassy’s receiving and requisition of goods and services.

Roles and responsibilities:

• Contribute to the objectives of the British Embassy in Luanda by providing effective admin support to corporate services team and other teams in the Embassy. Take ownership of organising and keeping up to date records of the incoming and outgoing mail
• Coordinate and deliver routine tasks in a timely matter. Routine tasks include answering external phone calls, welcoming and guiding guests at reception, drafting visa invitation letters, Note Verbales and other official correspondence, managing the postmaster mailbox, distributing mail and newspaper
• Manage incoming and outgoing mail/ bags with DHL
• Follow up on invitations and maintain a good record of RSVP
• Participating actively during corporate services’ team meeting and keep an updated list of visitors
  Main point of the British Embassy Hera Requisitioning/Receiving of goods and services
• Provide back-up/cover as required for other team members when absent
• Coordinate stationery stock, post orders and distribution
  Management of supplier’s payments in line with local regulations and Finance Hub deadlines, including timely submission of tax and social security contributions. As well as ensuring the delivery of tax returns to AGT
• Ad-hoc requests for admin support from staff, including hotel bookings, and raising requisitions/receiving POs
  

• Self-starter. Ability to work both in a team and independently.  The ideal candidate will have a proactive attitude to support a range of different tasks, an eye for detail and will enjoy the opportunity to work in a dynamic and supportive team
• Two years professional experience in an administrative work. Evidence of proficiency in IT skills such as Microsoft Office package (Excel, Outlook, Word)
• Excellent communication and customer service skills

Language requirements: 

Language: English and Portuguese 

Level of language required: Proficient