View Vacancy - VNT - Office Manager, A2(L)

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)
Finance

Main purpose of job:

Corporate Services Officer: Administrating corporate services (finance, procurement, estates, human resources, IT) for the UK High Commission (85%).

Post Security Officer: Working with the Deputy High Commissioner and the Overseas Regional Security Manager to ensure security of buildings, staff and information (15%).

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

Corporate Services Officer (85%)

You will ensure that the UK High Commission is well-run. Its corporate management should be in line with best practice guidance set in London as well as compliant with local legal requirements.

You will report to the Deputy High Commissioner (DHC) setting up a new corporate services section and as we develop, identifying areas for improvement, and preparing and implementing change programmes.

  • Ensure overall delivery of corporate services, building partnerships with global processing centres and service hubs in the UK and Manila
  • Deliver a high standard service to all customers and stakeholders
  • Participate in projects to develop corporate services along with wider organizational issues – locally, and with the Oceania Network and London
  • Manage the locally employed maintenance assistant.

Finance

  • Work with the DHC to produce the High Commission budget, in line with corporate policies.
  • Manage monthly reporting, annual and ad hoc reports on budget management, including budget projections and spending.
  • Ensure bills/invoices are paid accurately and on time.
  • Oversee accounts ensuring proper financial controls are in place and followed
  • Coordinate requests for additional budget funds or refund of surplus funds to/from London or the central finance team.

Procurement

  • Implementation of corporate policies and best practices on Procurement, working with the procurement hub in Manila to ensure value for money
  • Maintain external contracts with local suppliers and vendors as necessary

Estates

  • Leading on maintenance of the UK High Commission to a high standard..
  • Working with the Residence Manager to ensure that the UK High Commissioner and DHC’s Residences are maintained in good condition. Commission and oversee maintenance repairs where necessary.
  • Instruct the maintenance assistant to carry out appropriate repairs to the High Commission and Residence.
  • Ensure full compliance with corporate procedures on estate management, including local and UK health and safety regulations and policies.

Information Technology

Oversee the delivery of user support services for IT at the mission.

  • Oversee the IT and telephony budget
  • Ensure that staff are aware of the correct processes and procedures for the use of IT and equipment, and that equipment is managed and renewed effectively.

Other corporate duties as necessary and as determined by the DHC.

Security (15%)

  • Working with the DHC and the Overseas Regional Security Manager to ensure security of buildings, staff and information
  • Other security duties as necessary and as determined by the DHC and Overseas Regional Security Manager
  • Excellent organisation skills, able to manage time and tasks to deadlines.
  • Intermediate levels of IT knowledge (sending e-mails, electronic diary management etc)
  • Good track-record of dealing with senior customers.
  • Fluent spoken and written English; Fluent spoken and written [Bislama and/or French]
3 July 2019
Administrative Officer (AO)
Full-time, Permanent
37.5
Asia Pacific
Vanuatu
Port Vila
British High Commission
1
118,918
1 August 2019

The starting monthly salary for this position is VUV 118,918.

There will be continual on-the-job learning and access to the UK’s online Diplomatic Academy training courses.

We will consider flexible working arrangements in line with the High Commission terms and conditions of service.

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

Applications must address experience against the role responsibilities and include a current CV.

We are still in the process of including Vanuatu as one of the drop down options under the nationality field. Thus  in the meantime, kindly select any nationality in the drop down and then we have included a question on the application form that will allow you to note if you are of Vanuatu nationality. We will then refer to your response to this multiple choice question.

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.

This is a new role in a brand-new High Commission. As new procedures and functions are tested, we would expect some changes to each role in the Mission in the first year until things are established. Thus, the ideal candidate would be flexible and positive in accommodating these changes.

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.