View Vacancy - SRJ - Corporate Services Assistant A1(L)

The British Consulate-General Jeddah has a vacancy for a Corporate Services Assistant for a fixed-term contract of two years.

Reporting to the Corporate Services Manager (CSM), the role will suit someone who is technically minded and able to communicate well with the maintenance staff, as well as having good organisation and time management skills due to the administrative nature of the role.

Duties and responsibilities:

- Estates: Supporting the CSM in all accommodation and estates matter. A large part of the role involves balancing routine activities with reactive tasks that occurs on a daily basis, including but not limited to:

• Daily management of the estate, accommodation and assets: Implementing preventative maintenance schedule and daily maintenance requests with maintenance staff. Communicating reactive tasks to cleaning staff, e.g.; villa bookings, meetings etc.;
• Engaging external contractors and liaising with any on site to ensure they conform to our HSP regulations.
• Managing the Accommodation and Transport bookings: Monitoring fuel coupons; providing schedules to the relevant people; scheduling vehicle maintenance; ensuring villas are prepared for guests.
• Line management of four (4) drivers, and four (4) facilities management contracted staff to effectively maintain estates and office. Liaise with Technical Works team on estate issues. Working within UK Health & Safety Regulations. Reporting back to the CSM.
• Deputise for Head of Section in their absence.

- Administration

• Monitoring inventories; stock control and supply of estates/ accommodation, goods and equipment; ensuring that residential domestic floats are in place;
• Day-to-day operation of the Post’s inventories/ registers including: Maintaining the filing system for maintenance requests and analyse areas for improvement; logging payments and receipts against work requests; management of domestic floats, workshop inventories, accident records, petrol coupons, etc.;
• Liaise on all official events in the compound, working with the CSM, main organisers, and stakeholders to ensure BCG and FCO regulations are adhered to.

Key competencies required:

• Delivering Value for Money - Seeking out and implementing solutions which achieve the best mix of quality and effectiveness for the least outlay. Making decisions based on evidenced information and following agreed processes and policies, challenging these appropriately where they appear to prevent good value for money.
• Delivering at Pace - Focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. Working to agreed goals and activities and dealing with challenges in a responsive and constructive way.
• Managing a Quality Service - Being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. Effectively planning, organising, and managing time and activities to deliver a high quality and efficient service, applying programme and project management approaches to support service delivery.
• Leading and Communicating - Leading from the front and communicating with clarity, conviction, and enthusiasm, and managing and engaging with people with honesty and integrity. Displaying enthusiasm around goals and activities and adopting a positive approach when interacting with others.

• Self-motivated and able to hit the ground running.
• Excellent organisational skills, including ability to organise and prioritise workloads, organise records, meet deadlines, and maintain close attention to detail.
• Demonstrates initiative, adaptability and the ability to work flexibly both in a small team and individually.
• Proven ability to communicate fluently in English, both oral and written, at all levels.
• Demonstrated ability and experience in an admin support position.
• Excellent customer service skills and telephone manner.
• Good working knowledge of Microsoft Office programmes especially Outlook, Word, and Excel.