View Vacancy - Corporate Services Manager - Port of Spain

Main purpose of job

To provide strategic direction to corporate services at post; leading an efficient, cost effective and professional team to deliver all services to the One HMG (Partners across the UK government) platform.

As the driving force for corporate delivery, the jobholder will be a core member of the post senior leadership team and management board providing corporate, financial and local insight to inform decision making.

Reporting to the Deputy High Commissioner, lead and develop a team of 7 corporate staff, with oversight of outsourced service providers and colocation with the German Embassy.

Roles and responsibilities

Management

• Lead the Corporate Services Team, prioritising and allocating work and building a strong culture of performance management and teamwork. 
• Monitor and assess human resource requirements and team structure in the face of changing requirements (eg. fluctuating staff numbers due to PAG changes and Programme/Global Britain uplifts).
• Sit on a number of internal committees including Post Security Committee, Post Housing Committee, Programmes Portfolio Board and Post Management Board.
• Lead design and implementation of the local One HMG Corporate Services Charter, seeking and addressing feedback to improve the team’s service delivery.

Finance and Procurement

• Lead the Medium Term Financial Planning process, consulting cross-mission and ensuring that the mission is sufficiently resourced to meet its core operational requirements and business objectives and, once allocated, advise senior management on using the budget (circa £800K) to best effect.
• Oversee the allocation, monitoring, profiling and control of the Mission’s administration budget throughout the financial year, spotting risks and opportunities for savings, and reporting on a monthly basis to the Finance Hub and Head of Mission, and on a quarterly basis to the Post Management Board.
• Ensure provision of value for money and fit-for-purpose corporate services in line with the Corporate Services Charter, with commensurate financial controls and processes that are compliant with accounting and procurement procedures; meet key financial performance indicators (KPIs); and provide strategic direction in developing options for addressing any weaknesses.
• Oversee high value contract tendering and management including security (£360K) and facilities management (£250K), ensuring robust contract monitoring is in place and value for money achieved.

Human Resources

• In co-operation with Post’s senior management, implement efficient HR processes, including recruitment, appraisals, performance related initiatives, and action on staff survey results. Oversee employment contracts, terms and conditions of service, pay scales and performance related pay for local staff and ensure compliance with FCO policies.
• Maintain compliance with Trinidad & Tobago law on employment and health and safety, and manage Post’s relationship with the Honorary Legal Advisor.
• Provide guidance on HR issues for both UK Based and local staff, including performance management issues and dispute resolution.
• Provide analysis and advice to senior management on LE pay and staff resourcing.
• Act as Secretary to the annual Local Staff Appraisal Committee.
• Manage the annual intern programme.
• Support recruitment including sitting on interview panels.

Estates and Transport

• Provide strategic oversight of the High Commission’s office and residential estate, including the historic High Commissioner’s Residence, and its income generation use by agreed external partners.
• Champion delivery of priority projects under the Technical Works 5-year forward plan and other major estates projects (eg. Residence seismic refit and colocation office redesign in 2019).         
• Take lead responsibility for fire safety as Fire Safety Manager, ensuring that the estate and staff maintain compliance with FCO fire safety standards and procedures. 
• Ensure policies are in place for a safe and effective transport operation, including oversight of the High Commission’s three vehicles.

Security

• Line manage the Post Security Manager, ensuring effective day-to-day operational security, robust monitoring of the security contractor and provision/maintenance of emergency equipment. 
• Act as Deputy Post Security Manager, supporting the DHC/PSO on security policy and implementation.
• Member of the Post Security Committee.

Colocation

• Lead on Post’s colocation with the German Embassy including: managing the day-to-day local relationship and ensuring the High Commission fulfils its obligations as landlord; working with ESD to agree leases and space use in consultation with senior management and staff; and ensuring that the colocation provides a net benefit to Post without impacting delivery of UK objectives.

IT

• Ensure that Post’s IT platform is well supported by the team’s Information Technology Support Officer (ITSO). 

Resources managed (staff and expenditure) 

Line management of 3 staff, countersigning officer for 6.

Oversight of local budget c. £800K.  

Essential on arrival:  

• University degree (or equivalent) in combination with five years of similar experience
• Experience in managing a team
• Previous budget management experience
• High levels of discretion, with a resilient, flexible and ‘can do’ attitude
• 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
• IT Skills (Microsoft Office including Excel, Outlook, Word and Power Point)