View Vacancy - SIN - Corporate Services Officer (Protocol), A2(L)
Are you passionate about customer service? Do you have a proven track record in administrative or executive support and excellent communication skills? Are you someone who can get to grips with procedures and work both on your own initiative and as part of a team? Then this might be the perfect role for you!
This is a unique opportunity to support our staff and operations at the British High Commission (BHC) in Singapore by managing our protocol and logistics activity and maintaining our excellent relationships with the local authorities who support us, including the Ministry of Foreign Affairs.
Main purpose of job:
Manage all protocol and logistics activity at the British High Commission (BHC). Liaise with local authorities to assist diplomatic staff and their families to obtain and maintain diplomatic cards, visas and other official identification. Work closely with the Community Liaison Officer (CLO) and the Corporate Services Team (CST) to ensure that arrival and departure processes run efficiently, with our staff provided with first class customer service support.
Arrivals and Departures 40%
- Own the arrival and departure processes for diplomatic staff and their families ensuring processes are efficiently managed to meet required deadlines.
- Maintain records on current and future arrivals and departures to ensure proactive administration.
- Contribute to and attend ‘warm’ calls for diplomatic arrivals, ad.
- Work with the CLO and/or corporate services team on create and maintain BHC welcome and departure packs. Seek and collate regular feedback from customers.
- Build strong relationships with external contacts to ensure an up-to-date understanding of local requirements.
- Keep and maintain our ‘how to’ guide on protocol for use by colleagues covering during periods of absence.
Protocol Administration 30%
- Develop and maintain strong relationships with key contacts in local administration.
- Draft correspondence between the BHC and local authorities, including formal diplomatic notes.
- Design and continually improve protocol arrival and departure processes including hand offs with other teams
- Complete internal and external returns related to diplomatic staff and their families.
- Advise and support the visa process for work-related travel for diplomats.
- Complete import and export processes for diplomatic staff and their families (vehicles, heavy baggage and airfreight).
- Provide regular, clear and timely updates on protocol issues.
Logistics 15%
- Assist in obtaining customs clearance for diplomatic shipments, including airport access.
- Provide assistance with official documentation, bureaucratic requirements and local tax systems.
- Arranging imports, registration and insurance for official vehicles.
Team Support 15%
- Provide support for other members of CST as required.
- Act as back up to the Corporate Services Officer (Estates & Finance) during periods of absence.
- Contribute to BHC crisis preparation.
- Administrative/executive experience
- Ability to interpret and manage detailed procedures and processes
- Excellent customer service skills
- Excellent written and verbal communication skills
- Experience working with Government administration
Due to the Government of Singapore’s measures to prevent the spread of Covid-19, including safe distancing and travel restrictions, we are only able to accept applications from those currently resident in Singapore. The successful applicant will likely be required to work from home until safe distancing measures are relaxed.
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.
Normal working hours are 37.5 per week. 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 from home, 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. You must have or be able to obtain a local work permit which we will sponsor.
Staff recruited locally by the British High Commission are subject to terms and conditions of service according to local Singapore employment law.
Employment offers are subject to successful clearance of pre-employment checks. Only short-listed applications will be called for personal interviews.
The British High Commission is an equal opportunities employer and does not discriminate on grounds of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation.
Employment offers are subject to successful clearance of pre-employment checks. Only short-listed applications will be called for personal interviews.
All applications must be received before 11:55PM (Singapore Time) on 08 July 2020.
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.
Applicants who recently applied for similar role do not need to submit new application.
This opportunity is closed to applications.
