View Vacancy - Head of Corporate Services (Internal Recruitment Process)

Lead, manage, and guide the CS Team and HMA´s Residence Team, to be able to support Panama City Post which acts as a Regional Hub providing platform services to 6 PAGS, 21 UKBS, 35 Local Staff, 22 Estates and the Embassy.   Perform Operational, Corporate and Decision making roles by managing significant work areas covering a number of related functions – Finance, Human resources, estates, IT/Security, HMA´s Residence, as well as support the delivery of components of Projects which have a direct impact on overall performance of Post. Ensure all high level decisions, are finance-wise analyzed, proposing accurate data in compliance with FCO Policy and Local Labour Law. Act independently on day-to-day issues, supporting Senior Management – HMA and DHM, and guiding Senior Management, through difficult decisions/situations that may rise. Deploying regionally as part of regional resilience and support for CSMs as required at the request of other posts, due to new Line Management responsibilities of Panama´s HMA to Costa Rica, Nicaragua, Rep. Dominicana.

Roles and Responsibilities:

Staff Management – 20%:     

- Line Manager of 4 staff: 1x B3 Estates Manger, 1x A2 Finance Officer, 1x A2 IT/Security Officer, 1x A2 Residence Manager. 

-  Countersign Manager for 6 staff: 1x A2 CSO, 1x S3 Handyman, 1x S3 Maid,   1x S3 Chef, 1x S3 Gardener, 1x Intern

Regional Support – 5%:

- Provide Regional support and informal senior CSM guidance role to CS in the Central American region, supporting new staff in other posts on job shadowing and training to Panama and providing remote support and assistance as required.    

- Deploying regionally as part of regional resilience and support as required at the request of other posts due to new Regional responsibilities of Panama´s HMA to Costa Rica, Nicaragua and the Dominican Republic.

Finance – 25%:           

- Ensure proper profiling of Amendable Budget and Forecast is done every quarter, and every month depending on Finance Hub´s instruction. Liaising with Finance Hub to ensure proper information is submitted. Guide the Finance Officer on best practices during these processes. Draft high level Forecast Comments on HMA´s behalf, ensuring the real and positive Finance-scenario of Post is proved and shown in the system.

- Meet every quarter/month with Senior Budget Holder to present the Budget Reports through OBIEE, informing pressures of Post´s Budget, proposing ideas on how best to managed Non-Ring Fenced Budgets.

- Ensure all Budget Holders at Post provide up-to-date forecast and comments in their section´s Budget, in order to ensure the overall Budget is well maintained and managed.

- Day-to-Day approval of all Embassy´s Bank Transfers, requesting proper supporting documents from Finance Officer.

- Day-to-Day Review and authorize Payment batches versus invoices, OGD Form and distribution sets for Post.

- Day-to-Day Review and approve Cheque to providers that can´t be paid by bank transfer

- Day-to-Day Approve Funding Report at the beginning of FY, ensure Projects from all sections are taken into account, including PAGs Projects (DCF, GBF, etc.)

- Day-to-Day Approved form for weekly cashbox replenishment for FCO and NCA

- Day-to-Day Approve NPA, Check A and Balance sheet Reports and send them to GTPC – monthly.

- In charge of preparing, analyzing and drafting comments for the Directorate, for the MTFP every year, to be ready for HMA and DHM final approval.

- Approved RBS (GPC) transactions and iExpenses for CS Team and other Embassy staff as necessary ensuring proper account code, spare and objective code have been used, verifying against receipt(s) of transactions.

Estates and UKBS Support – 15%:   

- Ensure all FCO offices and residences are managed effectively, are well maintained and comply with all necessary health and safety and security requirements.

- Ensure PAGs comply with FCO Estates Policy and H&S Policies, discussing any discrepancies with Team Leaders of each PAG.

- Ensure PYRAMID is accurate and up to date as per ESD instructions; guide the Estates Manager during the process to ensure all mandatory and necessary information is accurate for all properties. Ensure “Staff at Post” node is properly filled with Postings dates for each UK Based staff.

Security – 10%:

- Ensure all actions in the OSA Visit Report have been completed in timely manner, providing guide to the Security Officer and liaising with ROSM.

- Oversee that safety drills are conducted (fire/bomb/incident), and ensure proper schedule is in place, every 6 months.

- Oversee that all new Staff at Post read and sign the Post Security Regulations.

- Oversee the Private Security Guards at Post and at the HMA´s Residence (i.e.: guarding arrangements, ROE, daily duties, chain in command, etc.), liaise with Security Officer.

Human Resources – 10%:     

- Oversee all aspects of recruitment, pay and allowances, terms and conditions, appraisals, induction, training and development for LE staff. Liaising with Mexico Hub in all HR aspects, ensuring PRISM is up to date with Local Staff Information.

- Approve leave entitlement for CS Team members.

- Ensure Post has a TACOS updated (Terms & Conditions/Handbook) in English and Spanish.

- Inform staff about all HR matters informed by UK and provide follow up as necessary

- Inform and follow up on staff regarding Appraisal cycle, deadlines set by Post Management Committee every year.

- Keep an updated file for every LES with all documents instructed by Local Government/Ministry of Labour, with the support of the Finance Officer.

- Participate in Interview panel, ensuring FCO HR Policy is comply with, and providing feedback and knowledge to Hiring Managers.

- Day-to-Day, provide proper guidance and support to the Hiring Managers before recruitment and selection process starts, providing salary scale, HR advice in Social Security, and implications under local labour law.

HMA Residence Team – 15%:

- Ensure HMA´s Residence is managed efficiently and effectively, delivering through the Residence Manager, provide support and guidance in Finance, Estates and HR aspects managed by the Residence Manager, in order to provide a proper support to the Residence Team (Maid, Chef and Gardener).

- Ensure HMA and his family´s needs, are properly handled as per FCO Guidance, providing the proper space and confidentiality for them as a Family.

- Oversee that all Events, held at the Residence, comply with all FCO Policy, are in line with HMA´s Local Budget (Catering & Entertainment), and proper external help is organized prior to the Event.  

- Ensure the Income Generation target for Post, is known, follow up and achieved by the Residence Team every FY, as per Finance Directorate instruction.

Essential on arrival:

- Applicant must be a current employee of the British Embassy in Panama City.

- 5+ years of experience in Finance/Budget Management

- 5+ years of experience in Human Resources

- 3+ years of experience of Administrative roles

- Management of medium size team

- Advance knowledge in Local Labour Law