View Vacancy - SIN - Corporate Services Officer - Protocol, Community Liaison, Procurement, A2
The successful candidate will act as the subject matter expert on all Protocol related to diplomatic moves in and out of Singapore with the Ministry of Foreign Affairs (MFA). They will provide key support to UK based (diplomatic) staff and families on community issues primarily in areas of information gathering for schooling and housing, welfare and communication.
The candidate will also support the team on ‘purchase to pay’ processes and manage the cash box for the High Commission.
This is an opportunity to take on a key role within the heart of the High Commission for an organised, detail-orientated candidate with a commitment to excellent customer service.
- Manage all Protocol matters related to diplomatic staff, provide expert advice internally and maintain positive relations with Singaporean authorities such as Ministry of Foreign Affairs (MFA) and Land Transport Authority (LTA)
- Own the arrival and departure processes for diplomatic staff and their families, including passes, schooling, heavy baggage, driving licences, cars and support for the set-up of services such as telephones and bank accounts
- Create and maintain welcome and departure packs and manage the move to an online portal. Run arrival and departure meetings
- Prepare and complete half-yearly MFA reporting
- Advise and support the visa process for work-related travel for diplomats
- Information- gathering for families, partners and officers (including those not yet at post) - primarily on spouse/partner employment at post and children's education (by completing the Diplomatic Service Family Association (DSFA) checklists of authorised schools at post) including site visit to schools.
- Advocate for UK-based staff and dependents in addressing issues of importance with Post authorities, including as their representative on the Housing Committee as the chief link between post and DSFA in the UK. Updating housing questionnaire, matrix and pre-arrival forms.
- Resource management of corporate services and Community Liaison Officer (CLO) welcome pack. Co-ordination of post report and fact sheet. Filing of Cost Of Living Allowance (COLA) and Spouse/Partner returns to London.
- Sharing of relevant information with UK- based staff and dependents with a view to making their posting in Singapore a positive one.
Purchase to Pay
- Requisitioner for team and other teams within the Post who may require assistance, including receipting and matching of invoices
- Purchase to Pay advisor at Post; Understands FCO process and advises on completion of forms
- Manages contract retention
- Proactively manages Key Performance Indicator dashboard for Post, resolving issues and escalating as appropriate to Deputy Corporate Services Manager
- Cash box ‘owner’, with sole responsibility for cash at Post, maintains records and completes month end count and reporting through the Network Post Account
- Create and maintain distribution set payments and non discretionary payments
- Runs ad hoc reports for Corporate Services Manager /Deputy Corporate Services Manager
- Administrative/executive experience, ideally in the public sector
- Comfortable with a support, functional role enabling our front line teams to deliver
- Confident in working independently, escalating as required
- Ability to manage detailed and sometimes ambiguous processes
- Commitment to customer service
- Excellent organisational skills
- Fluent in English
- Experience in working with the Ministry of Foreign Affairs (or equivalent departments overseas)
- Experience of immigration or global mobility processes
- Accounts and/or finance process experience
Normal working hours are 37.5 per week: 8.30am to 5.00pm from Monday to Friday. There will be a requirement for occasional and limited out of hours work around major events and visits.
BHC Singapore supports and promotes flexible working as a crucial part of our inclusive offering. This particular role allows for flexibility in start and end times, working compressed hours, working remotely on one or a couple of days in a week, and the possibility of a job share arrangement, subject to agreement with management.
No accommodation or relocation expenses are payable in connection with this position. This is a locally engaged position subject to local laws and terms. Employment offers are subject to successful clearance of pre-employment checks.
Should the successful candidate require a permit to work in Singapore, the British High Commission will apply and sponsor the appropriate pass on their behalf.
BHC Singapore offers time and financial support for the successful candidate to take advantage of professional learning and development opportunities inside and outside of the organisation.
All applications must be received before 11:55PM (Singapore Time) on 18 February 2018.
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.
Only short-listed applicants will be contacted regarding the next phase of the selection process. To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.
This opportunity is closed to applications.