View Vacancy - MNL - Corporate Services Assistant - Logistics and Events, A1(L), (Maternity cover)

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 identity, 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.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Corporate Services Support, Protocol, Visits and Events

Main purpose of job:

Working within the Corporate Services Team, this role will mainly provide logistical support through transport management. The jobholder will also provide support to organisers of Embassy-wide events, VIP visits, community events and the like.  Reporting to the DCSM (Deputy Corporate Services Manager), this role will provide overall administrative support to the CST as needed.

Roles and responsibilities / what will the jobholder be expected to achieve?:

Transport

  • Lead on transport scheduling and act as main point of contact in booking drivers’ daily schedule. Manage ad-hoc changes to daily plan to ensure optimal use of resources.
  • Support Security Manager in planning routes during visit programmes and assisting Security team on important visits.
  • Manage maintenance and vehicle checks of FCO fleet to ensure safety on the road.
  • Ensure monthly payments related to the FCO fleet that includes fuel, maintenance, annual insurance payments renewal, and other payments necessary for the function of FCO fleet cars.
  • File and countercheck fuel receipts for audit.
  • Check and ensure timely submission of driver overtime salaries to the Corporate Services Manager (CSM).
  • Ensure the vehicle logbooks are kept up to date and are submitted on time for monthly inspection.
  • Manage improvements in resource management for FCO fleet spends.

Events

  • Assist in management of embassy wide events
  • Assist Protocol officer during VIP visits
  • Assist the Residence Manage in income generating events
  • Assist the CLO in UKBS community events

Protocol

  • Manage incoming and outgoing diplomatic bag.
  • Support Security Manager in liaising with relevant state governments such as Ministry of Foreign Affairs, Ministry of Finance, Customs, MMDA, LTO etc.

Crisis Management

  • Updates Post crisis management annex as directed while maintaining up-to-date rosters, phone trees, text blast numbers and contact information for all staff.

Other admin work

  • Assist in updating Team Sharepoint Site
  • Issue mobile phones to new staff, replace defective ones, and maintain an up to date list of Embassy phone holders
  • Regularly maintain inventory of mobile phones and log test dates of satellite phones.
  • Assist in facilitation of exam  in recruitments.
  • Act as back up to CSO while on leave or half day-off .
  • Assist in updating of CST Sharepoint page as instructed.
  • Arrange documents for disposal and paper pulping.
  • Background in transport scheduling and logistics including monitoring spend
  • Ability to produce clear and accurate work with attention to detail
  • Ability to work independently and use initiative to solve problems
  • Can support colleagues when under pressure and able to contribute to cross-team working
  • A flexible and proactive approach
  • Excellent IT skills with a working knowledge of Microsoft Outlook, Word and Excel
  • Fluent in both written and spoken English
7 March 2019
Administrative Assistant (AA)
Full-time, Fixed Term
36
3 months
Asia Pacific
Philippines
Manila
British Embassy
1
PHP
30,385
15 April 2019

This role is for a fixed-term maternity cover minimum of 3 months, with possible extension maximum of 6 months.

The British Embassy offers a competitive compensation package, 36-hour work week, guaranteed 13th and 14th month pay, 20 days paid annual leave (calculated on Pro-rata basis if joined after 1 January), life insurance and access to a guaranteed 5 days of learning opportunities a year. 

No accommodation or relocation expenses are payable in connection with this position. You must have work authorisation for the Philippines in order to apply.

Employment offers are subject to successful clearance of pre-employment checks. Staff recruited locally by the British Embassy Manila is subject to Terms and Conditions of Service according to local Philippine employment law.

Candidates are expected to have a valid NBI Clearance.

All applications must be received on or before 23:55 local time on the day of deadline indicated above.

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.

The successful candidate should be able to start as soon as possible.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.