View Vacancy - BK - FCOS Asia Pacific TWO Admin Officer, A2(L)
Main purpose of job:
Provide admin support to the Technical Works Officer Regional Manager (TWO RM), based in Bangkok and Technical Works Officers, based in other strategic locations, within the Asia Pacific region in order to support the delivery of FCOS SGS TWO Key Performance Indicators (KPIs) across Asia Pacific region. In addition, the role will provide ad-hoc administrative support to the FCOS Asia Pacific Regional Leadership Team (RLT) and will provide cover/assistance for the Locally Employed FCOS Regional Customer Coordinator (RCC) role, also based in Bangkok, during periods of absence (leave/sick/etc) and high volume of work.
Roles and responsibilities:
- Manage the administrative function to ensure the smooth running of the regional Technical Works Officers (TWO) based in Bangkok, New Delhi, Beijing and Singapore as well as Technical Works Supervisors (TWS) network based in Islamabad, Kabul, Dhaka, New Delhi, Bangkok, Beijing and Canberra through IT management, data management and reporting. The role will involve organising and planning TWO Regional Manager (TWO RM) and TWO activities, as well as maintaining excellent customer relations within the region, and also with UK based customers and other stakeholders. Collaboration with other Embassies/High Commissions may be required via the respective Embassy’s Corporate Services Manager (CSM).
- Provide IT support in the ongoing development of the global TWO and Asia Pacific SharePoint site. 90% of the role will be involved with populating/managing data onto SharePoint, MS Teams, MS Excel and FCO’s Pyramid (asset management software scheduled for replacement in 2020), PRISM (FCO’s management information package), Salesforce and MS POL (Training will be provided on these FCO software systems).
- Support TWO RM in preparation of visit reports and general correspondence within FCOS and the wider FCO network, including Posts, ESD and FMCU. Manage TWO and TWS timely completion of reporting responsibilities, including Monthly Activity Returns (MAR).
- Assist regional TWOs based in Asia Pacific with preparations for regional visits by preparing draft pre-visit documentation, previous visit reports and extracting key data from Pyramid ahead of any scheduled visit. Following completion of TWO visit, monitor TWO reporting for compliance with the Service Level Agreement’s (SLA) Key Performance Indicators (KPI) targets for production of the visit report.
- Monitor and support production of TWO and TWS travel programmes, including liaison with Posts to ensure travel plans are agreed and approved.
- Provide customer facing TWO support during periods of TWO RM and TWO absence, i.e leave and duty visits.
- Collate all World Wide Inspection reports (e.g Fire Risk Assessments, Electrical Testing certification, Legionella Risk Assessments, Asbestos Surveys, Gas Testing, etc) and ensure copies are distributed to TWOs and TWSs as required. Provide support to TWOs in ensuring works are uploaded on to the Forward Maintenance Register (FMR).
- Assist TWO RM, Regional Portfolio Manager (RPM) and Regional Customer Co-ordinator (RCC) with the preparation of fee proposals, including monitoring progress regarding approval of any submitted fee proposals,
- Undertake the role of Information Asset Administrator for Asia Pac TWO/TWS network in accordance with FCOS processes.
- Take notes and produce minutes/records of discussions/Action Logs for monthly TWO Teams meetings with TWO RM.
- Provide ad-hoc administrative support to FCOS Asia Pacific RLT members.
- Provide cover for Regional Customer Co-ordinator (RCC) role, based in Bangkok, during periods of absence (leave/sick/visits) and/or high volumes of RCC workload.
Language requirements:
Language: English
Level of language required: Spoken & Written – Excellent/Highly Proficient (TOEIC Score >750)
Essential on arrival:
Able to demonstrate strong IT experience and able to communicate well. Experience of working within teams or having a co-ordination role in a multi-location team situation.
- Experience of working with construction industry, Facilities Management or Asset Management fields.
The British Embassy offers a competitive remuneration package, including salary (will be abated for those not liable to tax), benefits, a leave entitlement, Health Insurance and comprehensive development programme based upon business need and individual staff requirements.
Learning and development opportunities (and any specific training courses to be completed):
The British Embassy Bangkok encourages all staff to develop their capabilities, through both formal training (courses) and informal (job-shadowing, coaching, on-the-job training etc). The majority of our formal L&D opportunities are drawn from FCO resources. All staff are encouraged to share their skills and experience with colleagues, through informal training (‘lunch & learn’) or coaching/mentoring. All staff are eligible for 5 L&D days a year.
This job is suitable for flexible working patterns and regular remote working within Thailand, subject to operational needs. It is a full time role (36 hours/week). Embassy core hours are 1000-1600 Mon-Thurs and 1000-1300 Friday. Working outside these hours may be required, to meet the operational needs of the Section.
Training to be provided on bespoke FCO/FCOS software such as PRISM and Pyramid.
Please note that your application must be submitted before 23:55 on the day mentioned in the above field “Application deadline”.
Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. We regret to advise that we will only be contacting short-listed candidates. Applicants called for an interview will be assessed on the core competencies listed above.
Indicated start date is provisional and subject to successful completion of reference and security checks.
To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.
The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.
British Embassy Bangkok Relocation
In 2020, the Embassy will be moving from the current premises on Wireless Road to new accommodation in the Sathorn area.
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, 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.
Embassy Vision and Values:
Our vision is that we want to build a better, safer, more prosperous world for Britons and Thais alike.
Our mission is to achieve this by championing UK values and delivering tangible benefits to individuals, businesses and society: through quality service, effective partnerships and local expertise.
The values that underpin our work are:
Courage: In our approach to our work: supporting innovation, creativity and taking calculated risks in solving problems; encouraging challenge and welcoming diverse perspectives; honesty in acknowledging and learning from mistakes.
Ambition: In the challenge we set ourselves: Striving to be excellent in the quality of service we deliver; inspiring our teams, colleagues, customers and stakeholders; passionate about our purpose.
Generosity of spirit: Kindness in our daily actions and conversations; openness to differing cultures, ideas and opinions; understanding of differing styles and honest mistakes to build a culture of support.
This opportunity is closed to applications.
