View Vacancy - Corporate Services Officer (SVN22.594)
The British Embassy in Ljubljana is part of a worldwide network, representing British political, economic, commercial and consular interests overseas. We are currently looking for a Corporate Services Officer.
The Corporate Services Officer (CSO) works directly to and in support of the Head of Corporate Services (HCS), and is a key role in the day-to-day delivery of a wide range of Corporate Services objectives. The CSO works without close supervision, leading on dedicated CS areas, but co-operates with HCS very closely.
The CSO is responsible for proactive reporting of progress on projects as well as “usual business” in these areas to HCS. The CSO is also crucial in a joint delivery of finance and facilities management objectives, together with HCS.
The role is thus very versatile, covering a wide portfolio of responsibilities and requiring a great deal of independent problem solving, decision making and resource management as well as effective communication skills when dealing with stakeholders at different levels.
Main roles and responsibilities:
- Responsible for compliance with financial procedures including Distribution Sets, Invoices, Debit and Credit memos, Miscellaneous Receipts and Network Post Accounts, including correctly accounting for spend and reducing the risk for fraud.
- Monitor and where required highlight or escalate key performance indicators.
- Act as local contact for invoices and local payments.
- Responsible for cash box, including maintenance of balance, administration and monthly count.
- Respond to queries from Senior Management, GTPC and Finance Hub on transactions.
- Manage relationship with local bank, including preparation of cash funding profiles.
- Deliver local finance induction for new joiners and budget holders.
- Manage the supplier database, and review it periodically in cooperation with the regional Procurement Hub.
- Check and transmit incoming invoices to the transaction centre (GTPC) in Milton Keynes to ensure timely settlement of Embassy commitments. Check and authorize invoice payment batches. Liaise with GTPC and suppliers on problematic or outstanding invoices.
- Advise on the application of global procurement processes are followed, acting as local subject matter expert.
- Acts as lead Post requisitoner and receiver for purchasing and supplier maintenance processes.
- Assist with compliance e.g. setting up new suppliers and reviewing existing supplier lists.
- Manage the local contracts database, flagging contract expiration dates and aggregate spend with suppliers.
- Calculate and process monthly salaries of CBS, including all relevant monthly/yearly statements/
- Prepare statutory returns to local authorities, including social protection allowances, VAT returns, recoveries etc.
- Support to other colleagues in Corporate Services as and when necessary.
- Deputize for the HCS during absences, including relevant approvals and CS briefings to post senior leadership. Cover for other team members during absences..
Arrivals and Departures at Post:
- First point of contact for the UK Based staff– provide support and advice on local education and healthcare arrangements, process yearly VAT and excise duty returns, and arrange for collecting information on local living conditions.
- Responsible for UK Based staff arrival / departure arrangements, including diplomatic staff accreditations, liaison with local authorities and co-ordination of accommodation arrangements with HCS.
- Complete internal and external returns related to diplomatic staff and their families
- Complete import and export processes for diplomatic staff and their families (vehicles, heavy baggage and airfreight)
Health and Safety
- Acting as Post Fire Safety Manager. Provide H&S advice to HCS and post leadership in line with FCDO guidance, regularly organize first aid and fire safety trainings, oversee the content of the first aid kits, review and replenish emergency medical supplies.
- Help ensure maximum availability of the official IT system and support staff to resolve issues by making the best use of the central IT Help Desk and other IT stakeholders such as the Regional Support Centre (RSCs);
- To provide first line support to colleagues by solving not complicated IT issues:
- Installation of hardware components (scanners, printers,...),
- Resolve more complicated issues with the help of Help Desk;
- Perform 1st level diagnostics on user reported problems
- Act as the central point of contact for all technical IT requests e.g. new user creation and equipment, upgrade hardware, or deletion of users.
- Fluent at a C level in English and Slovene (written and spoken).
- Excellent organisational and administrative skills.
- Attention to detail.
- Ability to respond flexibly to the unexpected, and to work at pace when required.
- Manage and prioritise workloads and deliver outcomes.
- Work well within a small team structure, with an ability to develop positive relationships.
- Good communication skills
- Ability to explain technical jargon in an accessible way to staff across the organisation.
- An interest in IT and IT networks
- Good understanding of how to install and manage applications on IT platforms,
- Good understanding of physical IT networks (servers, modems, wiring racks, etc) that support medium sized organisations,
- Good understanding MS Office applications
- Previous experience in an administrative role
- Experience working with government administrative structures and procedures
- Ability to set up audio visual equipment for events of various sizes
This is a full-time, temporary position of 40 hours gross per week for one year with the possibility of extension by mutual agreement.
The successful candidate will be subject to professional background, security clearance and a probation period of 6 months probation period.
Candidate must have pre-existing work authorisation for Slovenia in order to apply.
Staff recruited locally by the British Embassy in Ljubljana are subject to Terms and Conditions of Service according to local Slovenian employment law.
Visa / Passport requirements: Candidates must currently hold the independent right to live and work in Slovenia and be prepared to ensure that right remains throughout the scope of the contract.
We are not looking for perfection (there’s no such thing)! We want candidates with potential and ambition to grow. We are committed to supporting you in following:
Learning and development opportunities (and any specific training courses to be completed):
Continuous learning and personal development is really important to us – everyone has strengths to build on, or challenges to overcome. Our L&D offer can help you achieve your best results. Early opportunities will include pre-arrival familiarisation training and formal training from London on our global digital communications approach and network.
The FCDO’s Diplomatic Academy offers a range of courses, including accredited qualifications to help you familiarise yourself with the work of the UK government internationally and how diplomacy works. And L&D funding is available to support your bids for further external training that will benefit you in the role.
As you develop in the role you might also explore job swaps or shadowing across our European network, formal training, and on-the-job training in a range of areas where you may need support.
What do we offer you?
- A fun, fast paced, rewarding work environment – you’ll be able to develop ideas that are listened to and often implemented;
- Investment in your skills: on-the-job training as well as professional development;
- A flexible/hybrid working environment (subject to some Ts & Cs.);
- Great colleagues – we are proud to hire friendly, driven, passionate people;
- A great place to work: an emphasis on work/life balance and wellbeing, free espresso, and more!
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.
*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.
This opportunity is closed to applications.