The British Embassy in Azerbaijan is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for a Protocol and Office Support. 

The selected candidate will support the delivery of UK participation in CoP, including booking accommodation, transport and assisting with establishment of the UK pavilion.  You will develop strong links across the Embassy, Azerbaijan Government and UK Whitehall departments to support their participation in CoP29.

More information about COP24:UN Climate Change Conference Baku – November 2024 tendersglobal.net UNFCCC

Roles and responsibilities:

• Lead on CoP-assigned staff arrival/departures and efficient management of all temporary and transit accommodation for new arrivals, temporary duty staff, and estate visitors
• Responsible for securing corporate rates with hotels
• Lead on sourcing/ recommending properties for new CoP-assigned positions according to the Post Housing Policy and FCDO H&S guidance
• Lead organisation of Estates related procurement and maintenance, such as leases, contracts, rent payments and termination of contracts and approval of new suppliers
• Oversee all H&S related activities at rented accommodation to ensure safe workplace for all staff and families
• Act as a main contact person for technical teams and estates and security colleagues, coordinating with Technical Works Officer (TWO) and Regional Technical Lead (RTL)
• Complete and maintain inventories
• Manage and conduct efficient Move in/Move out process
• Sustainable/green approach to Estates related purchases and projects
• Maintain a rent budget and associated finances
• Supervise and ensure all new-leased properties are furnished (hard & soft furnishings) according to FCDO standards. Co-ordinating with the Community Liaison Officer (CLO) to ensure float items are in a property and ensuring a property is ready for occupation for new arrivals
• Responsible for the upkeep and maintenance of all furniture provisions (office and residential) and dealing with general, day-to-day furniture enquiries
• Collaborating and liaising with contractors managing Embassy furniture provisions
• Liaising with third party suppliers and contractors
• Participate in the Embassy emergency planning process and assist as required in responding to any crisis
• Oversight and management of CoP-assigned transport pool, drivers, working schedule, oversight of car maintenance and repairs, vehicles’ log books, petrol control, paperwork
• Monitor accounting for all credit card transport-related procurement
• Maintain drivers’ rosters and schedules, ensure the welfare of the drivers retaining oversight of working hours and workload
• Collaborating and partnering with Baku’s transportation team
• Support to the wider embassy team when needed, collaborating with internal stakeholders supporting visit and event planning

The above list is not exhaustive, some responsibilities may change, and the jobholder will be required to be flexible and take on other regular and ad hoc tasks as required. This will include support as required to the wider CoP Unit, helping to cover for colleagues during absences and participating in the Embassy’s emergency planning and any response to a crisis. 

• Proficient English and Azerbaijani language skills (written and spoken, minimum level C1 under the CEFRL or equivalent*) is required
• Experience of high-level visit organisation in an embassy/ foreign diplomatic mission or an international organisation
• Experience of exercising oversight of budgets, including forecasting and tracking expenditure
• Resilience and ability to manage a varied and complex workload, including the ability to prioritise, meet deadlines, and proactively identify and resolve potential problems
• Excellent interpersonal and active listening skills, with the ability to cultivate and maintain a range of contacts at all levels, including at senior levels in the UK and Azerbaijani government
• Excellent customer service skills and the ability to respond to a range of customer needs, including at senior levels
• Team player, with proven ability in collaborating and supporting others to deliver results whilst also capable of working on your own initiative and adapting to changing priorities
• Strong communication and interpersonal skills, demonstrating the ability to communicate fluently, effectively, and persuasively in English, both orally and in writing
• Ability to stay calm under pressure, and role-model kindness within the team and across the office
• High degree of knowledge of Microsoft Office applications including Outlook, Word, Excel, PowerPoint, Teams