Office Manager, Uk Mission To The United Nations in England

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.

The United Kingdom's Mission to the UN in New York City is offering an exciting opportunity to join the Corporate Services Team, Estates Team as Office Manager. This is a meaningful role which supports and further develops the special relationship between the UK and the US - contributing to work shaping international diplomacy to make a real difference globally.

The US Network offers a unique, career-enhancing opportunity and is committed to supporting its staff through a comprehensive benefits package including generous leave, competitive insurance options, a top-tier 401(k) programme, and access to world-class learning and development resources. We are committed to fostering a healthy work-life balance and supporting employee wellbeing through a structured hybrid working model that includes opportunities for remote work and flexible hours, where operational needs allow.

In this role, you will be part of a dynamic international environment spanning the British Government's extensive network across the United States and the United Kingdom, which includes the Embassy in Washington, the UK Mission to the United Nations, multiple Consulates, and other Government Offices—comprising over 900 staff and supporting the work of approximately 30 UK government departments and agencies.

The Office Manager provides the following service:

• Lead on sourcing, procurement and delivery of office supplies in line with approved policy and strategy;
• Lead day-to-day management of office services including service and maintenance contracts;
• Liaise with building management, contractors and Security regarding type and timing of works;
• Manage an effective office administration service including maintenance of registers and logs etc.; providing advice and guidance to key stakeholders;
• Support the Facilities Manager in monitoring and improving office services, maintenance contracts and projects to develop and deliver the annual business plan objectives;
• Deliver a strong customer service based on policies, strategies and budget;
• Ensure work orders are completed on time (at pace) and logs are updated accurately;
• Work with the Maintenance Manager, who manages Mover and Maintenance Team, to ensure maintenance tasks are scheduled appropriately;
• Provide line management and development support to 2 Office Assistants;
• Find optimisations within the office working to improve customer service and efficiency;
• Work with our Finance department to ensure processes and payments are done correctly and in time;
• Accurate forward looking forecasting of maintenance works for the current and future financial years;
• Ensure Health and Safety compliance;
• Cover and carry out all responsibilities of the Fire Safety Manager during their absence to ensure continuity of fire safety management at post.

Other ad-hoc duties as required.

Resources Managed:

• Two Office Support Associates;
• Effectively liaise with other Estates Team members and departments within the wider organisation;
• No budget directly managed, but work is part of maintenance and furnishings budget.

Essential qualifications, skills and experience:

• Substantive experience of working in a fast-paced office or customer service environment;
• Experience of office administration, including data management;
• Ability to prioritize, effectively manage and execute multiple tasks under tight deadlines;
• Strong customer focus;
• Strong team player who can work flexibly based on the changing needs of the team and business;
• Strong IT skills and the ability to effectively use Outlook, Excel and Word;
• Clear and confident communicator, with the ability to work with stakeholders at all levels of the organization;
• Fluent in English.

Desirable qualifications, skills and experience:

• Resource and staff/line management experience;
• Project management experience and dealing with contractors.

Required behaviours: Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together.

Application deadline: 5 March.

Grade: Executive Officer (EO)

Type of Position: Full-time, Permanent

Working hours per week: 40

Region: Americas, Caribbean.

The British Embassy and its US Network embraces hybrid working. We are an organization that also recognises the critical value of teamwork and we embrace and endorse collaboration by ensuring that all staff attend the office flexibly yet regularly. Employees will be expected to work from the office full-time during the first 90 days of employment. After this time employees may work from home no more than 40% of the working week, subject to operational needs. All working hours and hybrid working are position specific and subject to change at any time, without notice.

If you have any questions, please address them with the hiring manager.

Please note: The British Embassy and its US Network is committed to all employees' ongoing learning and development needs. We offer a comprehensive platform for personalised learning for everything from soft skill development to more technical or professional skills necessary to complete your job.

The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance.

Unique Tax Rules: Please note that the tax arrangements imposed by the US on staff working for foreign governments, as well as those imposed by the UK Treasury on British and dual nationals working for the UK Government overseas, are atypical. The UK Government cannot withhold taxes on behalf of a US taxpayer. Instead, a US taxpayer is required to file taxes as if they are self-employed, and a FICA allowance is granted for those required to pay the employer contribution. Certain categories of staff who work at Consulates General are not subject to US taxes. For those not subject to US taxes, the UK Government reduces gross pay to a level broadly equivalent to taxed net pay. There are also social security implications for dual UK-US nationals. Please keep all this in mind when looking at the salary and the benefits package.