View Vacancy - Corporate Services Manager (Ref.:CHE951)

The British Embassy in Berne is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for a full-time Corporate Services Manager to lead our Corporate Services work in Berne. The successful candidate will be responsible for delivering effective corporate management, finance, procurement, human resources and estate services to the British Embassy in Berne. They will also manage a small team responsible for safeguarding the security of the Embassy premises. The successful candidate will be a key member of the Embassy, working closely with the Ambassador and the Deputy Head of Mission.

Main Duties and Responsibilities:

Leadership and Management

• Lead the Corporate Services work, providing direction and motivation to deliver a high level service to all customers and stakeholders;
• Ensure overall efficient and effective operation of Corporate Services work, continuously reviewing business planning and financial management policies and processes to identify alternative ways of working, and so deliver a more effective, efficient and professional operation. Champion efficiencies and the highest level of customer service;
• Participate in and provide input into in-house committees focused on improving working practices and wider organisational issues and support staff during periods of change.

Finance

• Manage the budget in accordance with UK Government best practice policies to ensure on-budget expenditure and value for money;
• Prepare monthly, annual and ad hoc reports to senior managers on budget management, including budget projections and spending to date;
• Oversee accounts to ensure proper financial controls are in place and being followed and that devolved budget holders actively manage their budgets;
• Coordinate requests for additional budget funds or refund of surplus funds to/from London central finance team; Review and authorise expenditures;
• Coordinate accounting and finance services to other British Government Ministries and agencies.

Procurement

• Implement Procurement best practice ensuring maximum value for money;
• Oversee management of external contracts with local suppliers and vendors as necessary.

Human Resources

• Oversee terms and conditions of service for locally-employed staff and ensure compliance with local labour law;
• Ensure locally-employed staff pay and performance related pay are reviewed regularly and fairly;
• Ensure expenditure on pay remains within budget allocation;
• In co-ordination with the Learning & Development Committee, oversee training with Regional Training Centre or London training teams;
• Provide guidance on sensitive staff matters for both diplomatic and locally-employed staff, including management issues and dispute resolution.

Estates

• With the outsourced Facilities Management provider, oversee estate management, ensuring the office and residential properties meet operational standards, and are underpinned by an on-going proactive maintenance schedule and value for money;
• Ensure full compliance including local and UK health and safety regulations and policies;Ensure environmental/sustainability methodologies are integrated into workplace;
• Work with our Facilities Management provider to make sure high customer service levels are met and contract terms are fulfilled.

Security

• In co-ordination with the Post Security Officer (Deputy Head of Mission), provide direct line management to a small team of Duty Security Officers to ensure the security of buildings, staff and information.

• At least 5 years of administrative experience in a managerial capacity. At least 2-4 years experience managing staff;
• Fluency in English, spoken and written. Good knowledge of German, spoken and written;
• Excellent interpersonal and communication skills with a strong customer focus;
• Proven ability in financial management;
• A team player, able to work with contacts and colleagues at all levels;
• Personal drive and the ability to be a self-starter;
• Ability to lead and manage a team;
• Strong organisational, analytical and time management skills, with excellent attention to detail;
• Flexible, resilient under pressure and decisive, with a proven track record of delivering results to a high standard within tight deadlines;
• Familiarity with Microsoft IT systems.