The British Embassy in Washington DC is seeking an Administrative Assistant to join our Estates and Procurement team. The Estates and Procurement Team is responsible for the maintenance and building work for the Embassy and all of the residential properties and procuring goods and services for Embassy and wider US Network.
Administrative Officer will work closely with other members of the Embassy; reporting 50% of the time to the Property Manager and 50% of the time to the Procurement/Contracts Manager.
Duties and Responsibilities:
Assist in collecting, setting up, and maintaining property information in our property database systems.
Record utility usage, cost, and environmental impact of each property.
Create continuity between various filing and database systems.
Liaise with landlord and property management companies when necessary.
Maintain scheduling and tracking of work requests in our work order system.
Assist with payment processing includingusing internal financial software and contacting vendors.
Assist team in the preparation of properties for incoming officers.
Create accommodation supply bins for arriving officers and maintains inventory.
Provide office coverage and administrative support.
Oversee procurement process and assists with input to the formulation of purchasing requirements, sourcing suppliers, drafting requests for proposals, bid evaluation and awarding Contracts.
Assist with management of Contracts.
Liaise and interact with customers and clients.
Manage administration and maintain records of all Contract information.
Gather reporting information from our Oracle-based platform.
Minimum Qualifications/ Experience
At least 2 years work experience, ideally in a similar role.
Effective oral and written communication, especially the ability to communicate with all levels of organisation and customer base.
Ability to prioritise, effectively manages, and executes multiple tasks.
Ability to work as a team and independently.
Can interpret and adapt to Embassy procedures and processes.
High level of proficiency in MS Office is required.
Prior experience with ERP platforms, such as Oracle, to perform data reporting and obtain base data in support of contract requirements.
Under US State Department requirements, the Embassy may only employ, as non-diplomatic staff, persons who are UScitizens, US Green Card holders or A visa holders*. If you hold a visa other than an A visa you are not currently eligible to work at the Embassy. Please refer to our website for information on exceptions to this policy at www.ukinusa.com . All candidates will be subject to background checks and security clearance.
The British Embassy Network offers a strong benefits package. This package includes medical, dental, vision, life, long term and short term disability insurance, a 401(k) retirement savings plan, generous vacation and leave time, and an enriching training package.
- A visas are acceptable at the Embassy and Consulates.@ The UK Mission to the UN (UKMIS) accepts G visas, and British Defence Staff (BDS)@outposts accept A or NATO visas.@
The target salary for this position is $33,100 annualized. Salary will be confirmed upon offer of employment.
Resume and a cover letter with salary history should be submitted in a .doc (word) file format by to firstname.lastname@example.org. Please note in the subject line of your email "Estates/ Procurement Assistant". Applications received after the deadline will be considered on a rolling basis as required. Please identify in your cover letter whether you are currently eligible to work at the Embassy. Internal candidates must address their resumes through the Head of Group before applying.
Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we can not guarantee consideration of your application if the submission instructions are not properly followed.
The British Embassy is an equal opportunity employer, dedicated toa diverse workforce. We do not discriminate on the basis of race, color, religion, sex, disability, age, veteran status, or other category protected by law.
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