Description : Estates Assistant (PRT23.005). Company : Foreign & Commonwealth Office. Location : Lisboa
Job Description (Roles and Responsibilities)
The Embassy is looking to recruit an Estates Assistant to support the Estates Manager in delivering high quality estates support across our estate in Lisbon and Portimao including support on health and safety / fire compliance, work with external contractors and maintaining the appropriate paperwork.
Main Duties and Responsibilities
Estates administration:
- Support the Estates Manager in carrying out maintenance of the Embassy properties and technical systems;
- Monitor and respond promptly to staff estates work requests;
- Assist with obtaining quotes for goods and services;
- Make purchases on behalf of the Embassy using a Corporate Credit Card;
- Supervise on site embassy contractors;
- Administrative arrangements for estates visitors;
- Assist Estates Manager to relocate UK based officers;
- Coordinate furniture moves;
- Compile and maintain furniture inventories;
- Manage furniture stocks;
- Support in organising furniture sales;
- Support Estates Manager in interpreting and implementing FDCO Health and Safety recommendations (PCA, lift and fire safety inspections);
- User of Planon Estates database;
- To support work on transition to Net Zero carbon emissions through collation of data on energy and gas consumption of Embassy and residential estate.
Health & Safety:
- Work closely with Estates Manager to manage health & safety related issues, ensuring full compliance with local and FCDO Health and safety legislation and reporting to the Embassy Health and Safety Committee.
Team Support:
- Provide cover for protocol issues and for support officer team (e.g. driver / administration) when required during peaks of activity.
- Fluent English and Portuguese C level according to CEFR Framework*;
- Strong customer service skills;
- Ability to work under pressure and to resolve problems quickly and efficiently;
- Fully conversant with Microsoft Officer (MS Word, Excel, Outlook);
- A cooperative and supportive team member able to work unsupervised to achieve tasks in a timely and effective manner;
- Full clean driver’s licence.
- Qualifications and/or courses, and/or proven experience in health and safety, fire safety, electrical safety, or general maintenance will be considered as an advantage;
- Previous experience with facility management support services.
This is permanent full-time contract (35 hours net per week) subject to a 180 days probation period.
The British Embassy in Lisbon aims to offer an attractive working environment and remuneration package for this role of € 16,197.71 gross annual salary paid in fourteen instalments; plus a monthly meal allowance of €167.00. This salary is payable if the successful candidate is subject to individual income tax (IRS) in Portugal on the employment income in question. If the successful candidate is not subject to individual income tax (IRS) on their employment income in Portugal, and/or is not taxable elsewhere on such income, he / she will receive the above salary minus a reference amount approximate to the level of Portuguese tax that would be applicable if the income were subject to tax locally. Further information on this will be given to candidates during the recruitment process.
All staff recruited locally by the British Embassy in Portugal are subject to local Portuguese employment law as well as internal regulations in force at any given time.
The successful candidate will be subject to a professional background and security clearance and must have pre-existing work authorisation for Portugal in order to apply.
All applicants should have the right to live and work in Portugal. The British Embassy does not sponsor work permits.
The Embassy will not consider applications from existing staff who have not successfully completed their probation period or, in the case of staff on temporary contract who have not yet completed two thirds of their contract.
Visa / Passport requirements: Candidates must currently hold the independent right to live and work in Portugal and be prepared to ensure that right remains throughout the scope of the contract. Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.
- Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.
