The British High Commission in Nicosia is part of a world-wide network representing British political, economic and consular interests overseas and is now looking to recruit a Corporate Services Officer (Protocol & Accommodation).

Protocol Officer:  Manage all protocol and logistics activity at post. Liaise with local authorities to assist diplomatic staff and their families to obtain and maintain diplomatic cards, visas and other official identification. Work closely with the Community Liaison Officer (CLO) and the corporate services team to ensure that arrival and departure processes run efficiently.

Accommodations Officer:  Responsible for all post rental properties. Property acquisitions, leases, rents, works and improvements, communication with property owners, work requests, furnishings, March-Ins/Outs, inventories for owned and rented properties. General support to the estates team.

Roles and responsibilities:

PROTOCOL

1. Arrivals and Departures:

• Own the arrival and departure processes for diplomatic staff and their families ensuring processes are efficiently managed to meet required deadlines.
• Maintain records on current and future arrivals and departures to ensure proactive administration.
• Contribute to and attend ‘warm’ calls for diplomatic arrivals.
• Build strong relationships with external contacts to ensure an up to date understanding of local requirements.
• Keep and maintain ‘how to’ guide on protocol for use during periods of absence.

     2. Protocol Administration:

• Develop and maintain strong relationships with key contacts in local administration.
• Provide regular, clear and timely updates on protocol issues.
• Design and continually improve protocol arrival and departure processes including hand offs with other teams.
• Complete internal and external returns related to diplomatic staff and their families.
• Advise and support the visa process for work-related travel for diplomats.
• Advise on and process VAT claims for UKBS.
• Complete import and export processes for diplomatic staff and their families (vehicles, heavy baggage and airfreight).

     3. Logistics:

• Assist in obtaining customs clearance for diplomatic shipments, including airport access.
• Provide assistance with official documentation, bureaucratic requirements and local tax systems.

ACCOMMODATIONS OFFICER:

• Search for rental properties, have knowledge of the local housing market and develop the tools and network for the acquisition of properties.
• Draft and manage leases.
• Responsible for updating the rented properties elements on Planon.
• Manage the housing processes of UKBS arrivals and departures.
• Create the invoices and distribution sets for rents.
• Act as secretary of the PHC.
• Carry out all March-Ins and March-Outs for UK based staff at post.
• Keep Inventories Up to Date.
• Maintain rolling furniture replacement programme, ensuring budget is bid for and forecasts submitted on time to Finance Manager.
• Forecast and order UK compliant furniture in good time and if needed from UK. Keep eye on availability of such furniture in local market to ensure Value for Money.
• Organise sale of old furniture when required.
• Action work requests relating to the residential properties.
• Provide support to the estates manager for elements relating to general estate and project work.
• Holder of a Government Procurement Card, payments relating to the residential properties and generally on behalf of the estates team.
• Hera procurement.

TEAM SUPPORT:

• Provide support for other members of corporate services as required.
• Act as back up to the Corporate Services and Compliance Officers during periods of absence.
• Post crisis role.

• Excellent English language communication skills, both orally and written (minimum of C1 level for CEFR framework*).
• Administrative/executive experience
• Comfortable with a process driven role, enabling our frontline teams to deliver.
• Ability to manage detailed processes.
• Commitment to customer service
• Good working knowledge of MS Office applications (Word, Outlook, Excell, Lists, PowerPoint).
• Problem-solving can-do attitude and a strong commitment to teamwork.
• Full driving licence and willingness to drive.