View Vacancy - Corporate Services Officer (LVA18.615)

The British Embassy in Latvia is part of a world-wide network of 230 Diplomatic Posts, representing British political, economic and consular interests overseas and is now looking to recruit a Corporate Services Officer.

Main purpose of the role is the timely management of financial transactions and purchasing processes; preparation of monthly data on local staff salaries; management of personnel files and HR documents; and ensuring that Embassy’s records keeping is in line with FCO policies and GDPR requirements.

Roles and responsibilities:

Finance:

• Timely handling of Embassy invoices and payments through appropriate payment options, incl. regular monitoring of invoices inbox, invoice submission to GTPC, payment/invoice records monitoring;
• Implementing designated purchasing processes and supplier maintenance via the Prism online system and in coordination with the UK Processing Centre, incl. maintaining the supplier register, setting-up of new suppliers;
• Handling of payment, purchasing and supplier related enquiries, liaising with colleagues in GTPC; Local bank account control, weekly account statement submission to GTPC; creating Journaling and Manual Invoicing Requests;
• Compiling and keeping the data on local staff salaries for CSM approval and processing by external accountant, incl. working hours and absences; preparing salaries and payroll tax payment documents. Maintaining salary calculation guidance;
• Accounting for Credit Cards expenses;

Human Resources:

• Management of personnel files, incl. requesting the renewal of staff certificates, preparing job agreements and their amendments based on approved templates; timely provision of HR data to the HR Hub; updating phone lists, organizational charts after staff changes;
• Logistics assistance to hiring managers conducting recruitment process, and preparation of new staff induction documents;
• Lead on procurement of staff Health Insurance and Travel insurance; registering staff travelling on official duty for insurance purposes;

Information Management Officer:

• Management of Embassy’s record keeping work and ensuring compliance with FCO policies and requirements of General Data Protection Regulation, incl. preparation of reports and management of archiving work;

Other:

• Provision of back-up cover to other business-critical roles;
• Carry out a designated crisis role;

• Fluent spoken and written Latvian and English;
• Higher Education in business administration, finance, HR, law, or similar;
• Good knowledge of MS Excel and other MS Office programmes;
• Experience in administrative work in an office environment;
• Ability to effectively communicate with internal and external stakeholders, verbally and in writing;
• Understanding of labour law and salary calculations;
• Precision in implementing tasks, meticulous attention to detail;