Who are we?

The British Embassy in Bucharest is part of the United Kingdom’s world-wide diplomatic network, and represents British political, economic and consular interests in Romania. We are now looking to recruit a Corporate Services Assistant.

Main purpose of job:

The job holder will provide essential administrative and logistical support to the Corporate Services team by helping manage diplomatic processes, fiscal and practical arrangements for the arrival and departure of diplomats.

The position is critical to ensuring smooth operations and maintaining standards as the Embassy’s platform has grown significantly in recent years. 

Roles and responsibilities:

Administrative Responsibilities (30%)

• Advise diplomats on administrative processes, including issuance of letters, banking relations, and other formalities.
• Process official documentation for fiscal certificates for diplomats through the Ministry of Finance.
• Prepare and submit files for Ministry approval for VAT exemption certificates related to vehicle purchases.
• Coordinate VAT exemption requests with the Ministry of Finance following approval.
• Manage requisitions, purchase orders (POs), and receipts for section activities (e.g., security services, fuel).

Financial & Compliance Responsibilities (20%)

• Coordinate VAT and excise reimbursement processes for official and private purchases, including preparing and submitting files to the Ministry of Finance on a quarterly basis.
• Ensure compliance with local fiscal regulations and diplomatic privileges in all financial transactions.

Operational Responsibilities (30%)

• Process diplomatic CNP applications.
• Manage car registration and deregistration paperwork.
• Apply for airport permits for official vehicles.
• Coordinate inspections and insurance renewals for official vehicles.
• Submit heavy luggage import/export documentation for officers, including transport company documentation for relocation services.
• Handle luggage import/export documentation for officers.

Support & Coordination (20%)

• Provide administrative support to the Corporate Services Estates team.
• Maintain accurate records and tracking systems for all processes handled.
• Act as a liaison between the mission and Romanian authorities for official documentation and approvals.

Our ideal candidate shows:

• Proficiency in Romanian at a minimum of C1 level and English at a minimum of B1 level (written and spoken, according to the CEFR*);
• Strong organizational and multitasking abilities;
• Excellent attention to detail and accuracy in documentation;
• Ability to work under pressure and manage competing priorities;
• Good communication skills for liaising with internal teams and external partners;
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).