View Vacancy - Corporate Services Manager (LTU18.736)

The British Embassy in Vilnius is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking to recruit a Corporate Services Manager to join the CS Team.

The jobholder will be responsible for the efficient, secure and cost effective running of the Embassy. Ensuring overall efficient and effective operation of corporate services work in Lithuania. Overseeing finance / accounts to ensure proper financial controls are in place and being followed.

 Main Duties and Responsibilities

Leadership & Management

• Working closely with HMA & DHM to modernize working practices and support staff through changes and improvements;
• Review business policies and processes and identify new and more innovative ways to working to deliver a more effective, efficient professional operation;
• Provide direction and motivation to CS team empowering them to deliver a realistic and consistent level of service;
• Participate in internal committees focused on policy development and wider organizational issues with local colleagues as well as counterparts in London and Nordic Baltic Network;
• Provide updates to staff on corporate services and embassy issues;
• Set direction, lead and coach Corporate Services Team for high performance culture.

Human Resources

• In co-operation with the DHM, responsible for developing pay and other local staff management structures to best meet business needs in compliance with local law and FCO LE staff management;
• Provide guidance on sensitive staff matters for both diplomatic and locally employed staff;
• Provision of advice and information regarding local employment law to HR Hub, line managers, senior management and staff;
• Liaise with Honorary Legal Adviser and HR Hub regarding HR issues;
• Responsible for reviewing LE staff pay scales and performance related pay policies;
• Lead on pay review processes at post;
• Oversight of performance management processes including support to job-holders and line managers in setting objectives and meeting MTR and EYR deadlines;
• Ensure an effective Learning and Development strategy is in place and evaluated at regular intervals;
• Support the Learning and Development Champion and L&D Committee in developing, implementing and evaluating Post Learning & Development Plan.

Financial Management

• In Co-operation with the Senior Budget Holder (SBH) manage the annual local budget in accordance with corporate policies to ensure on-budget expenditure and value for money;
• Be the main point of contact for the Finance Hub, including monthly meetings with Finance;
• Account Manager and quarterly reviews of the Admin, Capital and Receipt budgets;
• Responsible for Medium Term Financial Planning (MTFP) processes at post;
• Main budget holder for Salaries, Travel, Miscellaneous and L&D budget;
• Main contact person for the Procurement Hub including bi-monthly meetings with Procurement Account Manager;
• Oversee the implementation of existing corporate policies by CS team on Procurement ensuring maximum value for Money;
• Co-ordinate bids for additional budget funds or refunds of surplus to / from Resource management unit.

Estate, Security and IT

• Direct the Embassy estate management team in ensuring the Embassy, residential properties and official vehicles are operational as required;
• Ensure on-going proactive maintenance schedule and value for money;
• Ensure the planning of long term maintenance, repairs and replacement of all assets in carried out and budgeted accordingly;
• Support the Estates team in reaching full compliance with corporate procedures, including local and UK health and safety regulations and policies;
• Support the IT & Security Officers in ensuring security of buildings, staff and information and implementing IT policies and best practices.

• Education to degree level ideally in a relevant subject, e.g. Business Administration, Management, HR, Finance or Estates-related;Strong communication skills – written and oral, able to effectively communicate in English;
• Experience in managing and motivating a team;
• Previous budget management experience;
• Ability to handle sensitive information (financial and HR);
• Strong problem solving and analytical skills, with an aptitude for delivering results to a high standard within tight deadlines and adapting to changing aims;
• Resilience; ability to deal with setbacks and continue to deliver despite numerous challenges;
• Strong prioritisation skills;
• Ability to make decisions using sound judgement;
• Strong verbal communication skills and ability to communicate confidently with stakeholders/customers at all levels;
• Strong written communication skills; ability to present complex issues, analyse and report on financial information;
• Ability to work under pressure and deal with competing priorities, equally comfortable working with senior management as well as with others;
• Previous experience of a similar position, or elements of the job description in previous roles;
• Multi tasking, self motivated and able to work as a part of a team and independently;
• Strong organizational, analytical and time management skills, with very good attention to detail;
• IT Skills (Microsoft Office including Excel, Outlook, Word and Power Point).