View Vacancy - Corporate Services Officer

BACKGROUND:

The Corporate Services Team provides a wide range of services to both UK based and locally engaged staff while supporting all sections within the Consulate General.  It is responsible for the efficient running of the Post and provides all the support services needed for its day-to-day administration.

ORGANISATIONAL POSITION:

The job holder reports directly to the Corporate Services Manager (CSM) but retains day-to-day responsibility on Corporate Services tasks within their division of labour under the direction of the Corporate Services Manager.  The position does not have management responsibilities.

PURPOSES AND OBJECTIVES:

Corporate Services is responsible for the effective operation of financial, human resources, IT, and other assets assigned to the Consulate General. The Corporate Services Officer (CSO) can expect to work heavily on IT and office management matters, but has duties in all Corporate Services functions including security, crisis management & preparedness, compliance, budget management, human resources, and facilities maintenance.  The CSO supports the CSM in managing the official Residence and rented UK based accommodation (currently two residential properties) as well as looking after the three UK based officers in San Francisco and their families.  The CSO deputises for the CSM in his absence.   

¨       Estates Management (35%) – Maintains equipment and furnishings at the office and residential properties, monitoring conditions and arranging for procurement, disposal, and reallocation as necessary.  Updates office and residential property inventories and procures office supplies.  Manages vendors at all properties, including works scheduling, supervision, and escorting.  Liaises with the property management on maintenance and projects in the business office.  Updates emergency plans and rosters while conducting weekly inspections of health and safety systems to ensure peak operating efficiency.  Executes purchase order requisitioning and receiving and provides first level support to other staff within the accounting and PO management system.  Processes outbound and inbound diplomatic bags.  Contributes to development of Corporate Services business plan.  Participates in monthly Post Management Committee meetings and assists with implementing decisions taken during PMC. 

¨       IT Systems (35%) – Supports the CSM by assuming day-to-day responsibility for IT systems management.  Oversees FCO and standalone IT systems, liaising with staff in DC and the UK to coordinate equipment maintenance and fault resolution.  Maintains IT inventory and trains new staff on FCO IT systems.  Logs and follows-up on IT support calls.  Provides support for Post telecommunication systems, including landlines, official mobiles, and satellite telephones. 

¨       Office Administration (15%) – Supports the CSM by ensuring an efficient and smoothly running business office.  Updates induction materials and rosters and participates in the onboarding of new staff, including full-time employees, temporary staff, short-term assignments, and interns.  Contributes to development and implementation of Post Learning & Development Plan.  Assists with the execution, tracking, and communication of staff survey objectives.  Liaises with Office of Foreign Missions to accredit new staff, both locally engaged and UK based, ensuring contact information and employee status remain up-to-date.  Assists with UK based officer arrivals, departures, unaccompanied air freight, and heavy baggage.

 ¨       Other (15%) - 

• Procurement – Assists with large purchases and compliance, bidding for medium to large projects in the office and Residence in compliance with procurement guidance.
• Health & Safety – Assists CSM to ensure FCO health & safety policy, procedures, and systems of work are understood, implemented, supported, and monitored at the business office and both residential properties at Post. 
• Accommodation – Assists with researching suitable rental accommodation, both temporary and permanent, for UK based officers.  Liaises with occupants and vendors on maintenance works scheduling and execution. 
• Security – Supports a well-managed security environment at Post by working with staff to ensure that physical and information security procedures are understood and in compliance, escalating concerns or gaps in security to the CSM.
• Crisis Management – Updates Post crisis management annex as directed while maintaining up-to-date rosters, phone trees, and contact information for all staff.  In a crisis, assumes IT Manager crisis role reporting to CSM’s Logistics Manager crisis role.  

• Two to three years experience in customer service, office administration, or facilities coordination roles. 
• Candidates must possess an eye for detail and the ability to professionally interact with key players at senior levels both within and outside the Consulate-General. 
• Candidates should show an aptitude for organisation and prioritisation in midst of conflicting priorities and competing demands.  

Under US State Department requirements, the Embassy Network may only employ, as non-diplomatic staff, persons who are US citizens, US Green Card holders or A or NATO visa holders with EAD cards*. If you hold a visa other than an A or NATO visa you are not currently eligible to work at the Embassy.  Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa.  All candidates will be subject to background checks and security clearance. 

*A visas or NATO visas with EAD cards are acceptable at the Embassy, Consulates, and British Defence Staff (BDS) outposts.  The UK Mission to the UN (UKMIS) accepts G visas.