View Vacancy - Corporate Services Officer

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:

 

The British Embassy in San Jose covers Costa Rica and Nicaragua and is part of the UK’s global network representing our political, economic, trade and consular interests overseas. We are looking for a Corporate Services Officer to support the Embassy’s corporate services function, working closely with the Corporate Services Manager and team to ensure the efficient management of resources and finances and effective delivery of day-to-day operations. You will be responsible for delivering a quality service while ensuring value for money from suppliers, and providing a safe and healthy working environment for all staff. You will be well organised and able to take initiatives and prioritise effectively. The Embassy is a friendly place to work, with a hard-working and motivated team.





Roles and Responsibilities:

     

FINANCE/PROCUREMENT – 40%

  • Support the Corporate Services Manager in managing the Embassy’s budget, monitoring expenditure to ensure on-budget spending and value for money from suppliers.
  • Responsible for overseeing individual budget accounts such as maintenance, utilities, rents, stationary, etc. and ensuring timely payments, referring any unforeseen expenditure to the Corporate Services Manager.
  • Oversee existing supplier contracts and arrange for their renewal, ensuring all necessary procurement processes are observed.
  • Responsible for processing weekly payment batches and manage bank transfers and cash payments.

 

ESTATES MANAGEMENT – 40%

  • Responsible for day-to-day maintenance issues within the Embassy Estate, including the Embassy office space and three residential properties.
  • Monitor maintenance standards to ensure contract work is delivered as per contract agreements, referring non compliance issues to the Corporate Services Manager, including additional budget implications.
  • Responsible for the inventory of furniture, fixtures and fittings for Embassy properties and for updating property records on the Estates’ Pyramid system.
  • Ensure the health and Safety compliance of the Embassy Estate, reporting any issues of concern and implementing experts’ (Technical Works Officer) recommendations for improvements.

 

PROTOCOL/LOGISTICS – 10%

  • Update Embassy information packs, such as the Induction/Welcome pack and the Embassy’s Post Report/Facts Sheet.
  • Support the Logistics Officer in planning arrangements for all new diplomats arriving at the Embassy, including liaising with the relevant authorities for the importation of their belongings (UAF, Heavy Baggage), and accreditation with the national authorities.
  • As language logistics officer, make all necessary arrangements for language examinations of UK-based staff.

 

OTHER DUTIES – 5%



  • Act as back-up receptionist
  • Stand in for the Corporate Services Manager when he/she is on leave.
  • Provide back-up support to organising the dispatch of Diplomatic Bags.
  • Take part in the Embassy’s crisis response in an assigned role, for which you will undertake to prepare.

 

 

MANAGEMENT– 5%

Line Management of one A1 receptionist, including annual appraisal writing.

 

Essential qualifications, skills and experience:


  • Fluent in English and Spanish both oral and written.
  • Excellent interpersonal skills and ability to collaborate effectively as a member of a team.
  • Strong organizational and project management skills, with the ability to prioritise tasks flexibly, delivering value for money.
  • Customer focused with a can-do attitude, ensuring timely and informative follow-up to all customer service requests.
  • Reliable, flexible and resilient under pressure, with a proven track record of delivering results to deadlines and specifications, showing good attention to detail.
  • Willing to learn new skills, open to change and approach problems constructively, proposing new solutions.
  • Ability to travel occasionally within the region or internationally as needed.
  • Willingness to work additional hours as necessary to complete a project or task.
  • Background in accounting, finance, budgets, human resources or estates.
  • Good IT skills and experience using MS office, with a focus on Excel


  Desirable:


  • Previous finance or administrative experience.
  • A college/university level qualification in Business Management or equivalent

8 March 2018
Administrative Officer (AO)
Permanent, Part-Time
27
Latin America and Spanish speaking Caribbean
Costa Rica
San Jose
British Embassy
1
1,110
23 April 2018

Learning and development opportunities:


The successful candidate will be required to complete mandatory courses, including online, for Corporate Services functions. On the job training will be provided. An individual learning and development plan will be agreed with the successful candidate to reflect agreed objectives.


This is a permanent part time position (70%), requiring to work 27 hours per week, subject to a probation period of three   months. The British Embassy offers a competitive remuneration package paid in US dollars, a 70% contribution to private medical insurance, 16 days annual leave (pro-rata) in additional to 14 public holidays and flexible working opportunities - the pattern of hours will be decided in agreement with the line manager and consideration can be given to early starts/finishes or similar patterns, always subject to the Embassy’s operational requirements taking precedence.


Starting monthly salary: $1,110 gross (for a part-time 70% position) to be paid for 13 months, in accordance with local law.


The appointment will be subject to confirmation of a background and security clearance. Applicants must have the right to reside and work in Costa Rica. The British Embassy does not sponsor work permits. Staff recruited locally by the British Embassy are subject to Costa Rican employment law.

 

How to Apply: Interested candidates must attach a covering letter, updated CV and completed online application form. Your application must include examples of when you have demonstrated the competencies outlined above in the cover letter or motivation section of the application form. Applications that do not include this will be rejected.

 

All Applications must be received before 23.55 (Local Time) on Thursday 8 March 2018

 

Applications received after that date will not be considered. Due to the large amount of applications we receive, only those shortlisted for assessment/interview will be contacted.


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.