Main purpose of job:

The British Embassy Office (BEO) in Bujumbura maintains and develops relations between the UK and Burundi. Our mission is to support the stability, development and prosperity of Burundi and strengthen the UK-Burundi partnership. Our work in Burundi covers a range of issues, including but not limited to diplomatic engagement, comms, development work, education and consular support.

We are seeking a dynamic and experienced Office Manager to oversee daily operations and ensure compliance with FCDO standards. This role involves leading on financial management, administration, the Chevening Scholarship programme, providing support for visiting delegations, and occasional work to support consular affairs and communications. The Office Manager will sometimes be asked to support thematic reporting in areas such as energy, climate, health, education, and political affairs.

The Office Manager will report to the Head of Office in Bujumbura and supervise the BEO driver. The successful candidate will work closely with the Corporate Services team, and the Political Counsellor and Ambassador, all based in Kigali.  The Office Manager will deputise for the Head of Office during periods of leave/travel.

The BEO is a small but friendly team, and we value collaboration, flexibility, and a positive working environment.

Key Requirements:

• Proven experience in office management, finance, logistics, administration, and line management.
• Demonstrable understanding and interest in current affairs in Burundi.
• Ability to communicate fluently in English, French and Kirundi is essential.
• Strong initiative and ability to work independently and collaboratively
• High standards of personal and professional integrity.
• Flexibility to adapt to shifting priorities and urgent tasks.
• Experience in project/ programme management is desirable.
• Willingness to learn and engage with a broad portfolio.

The FCDO offers learning and development opportunities, and we encourage candidates who are eager to grow and take on new challenges.

Roles and responsibilities:

Office Management, circa 30%

• Oversee the day-to-day operations of the British Embassy Office, ensuring smooth functioning and compliance with FCDO procedures.
• Coordinate logistics for incoming visitors, including for the Ambassador.
• Lead on the organisation of occasional official events.
• Maintain accurate records and filing systems in line with FCDO standards.
• Line manage the office driver.
• Respond to public enquiries, particularly regarding UK visas/ passports and Chevening Scholarships.

Financial Management, circa 30%

• Lead on financial management with support from the Finance team in BHC Kigali. This will include:
  • Budget Management: Creating, monitoring, and adjusting office budgets. Ensuring expenditures align with financial plans and reporting variances.
  • Bookkeeping and Accounting: Recording financial transactions in the NPA, Managing payables and staff Advances.
  • Payroll Administration: Ensuring compliance with tax and labour regulations.
  • Financial Reporting: Preparing monthly and quarterly reports.
  • Procurement and Expense Tracking:
    • Managing office purchases and vendor payments.
    • Ensuring adherence to financial regulations and internal policies.
    • Preparation of Quarterly Funding by ensuring that all local bank accounts are sufficiently funded to ensure post operation run smoothly

Programme Monitoring and Political Engagement, up to 20%

• Support the monitoring of centrally managed UK programmes in Burundi and assist with implementation as required. While there is currently no bilateral programme, future opportunities may arise.
• Build and maintain relationships with key stakeholders, including diplomatic missions, Burundian institutions, and international organisations; attend relevant meetings and field visits.
• Assist the Head of Office in monitoring and reporting on political and economic developments in Burundi to inform UK policy and engagement.
• Lead on communications work in Burundi, ensuring alignment with the broader UK communications strategy coordinated by the regional team in Kigali.

Chevening Scholarships, circa 10%

• Manage the full cycle of the UK Chevening Scholarships programme in Burundi, supporting young Burundian leaders to pursue master’s degrees in the UK. Including promotion, awareness-raising, coordination of the interview process, and alumni engagement.

Consular Support, circa 5%

• Provide occasional support to the British High Commission’s Consular Team in Kigali in assisting British nationals in Burundi. In exceptional cases, support sensitive consular matters involving vulnerable individuals.
• Maintain a network with local partners working on consular affairs, including Government authorities, British businesses, NGOs, and other diplomatic missions.
• Contribute to crisis preparedness and response planning in Burundi.

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

Resources managed:

• Line management of one driver, plus supervision of cleaners and casual workers;
• Joint responsibility for an annual operation budget of approximately £ 55,000, plus overall responsibility of a fleet of 3 cars.

• University degree
• A minimum of 5 years in a diplomatic mission, or international organisation in a related role.
• Strong English, French and Kirundi written and verbal communication skills to produce reports, assign tasks, accept instructions and handle/manage contracts as well as stakeholder relationships.
• Demonstrable line management experience.
• Demonstrable experience of financial management, including experience in budgeting, forecasting, expenditure tracking, procurement, and contract management. Familiarity with Burundi and UK government financial regulations is an added advantage. Programme management experience is also an advantage.
• Confident using IT, particularly Microsoft programmes including Excell and Oracle.
• Strong organisation skills and experience, with the ability to manage a wide variety of tasks at pace.
• Flexibility to respond to changing demands when needed.
• Attention to detail to ensure tasks are completed thoroughly and correctly and to ensure compliance.