View Vacancy - Corporate Services Officer (MDA22.574)
The British Embassy in Chisinau is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking to recruit a Corporate Services Officer (CSO).
The Corporate Services Officer (CSO) is part of the Corporate Services Team, performing tasks in the areas of Finance, Procurement, HR and Estates management matters.
The CSO reports directly to the Corporate Services Manager (CSM) and oversees a range of operational and administrative services in line with Foreign Commonwealth & Development Office policy and guidelines.
The CSO has managerial responsibility, supervising 3 local staff at S1 and S3 grades, and deputises for the CSM in her absence.
The CSO is also a key liaison officer with essential internal and external corporate service contacts.
Roles and responsibilities:
Finance & Procurement
- Responsible for day-to-day operation of Post accounts, ensuring that finance, procurement and HR operations are compliant with audit requirements and FCDO guidance;
- Prepare end of month financial reports and monthly, quarterly and yearly reports for Country Based Staff (CBS) income tax, medical compulsory insurance and social fund returns for the Moldovan authorities;
- Process payments, inter-account bank transfers and cash withdrawals. Assist the CSM with cash profiling and monitor profiled cash spent by project team;
- Prepare documents as required by local bank (contracts for managing accounts, managing staff salary cards, official signatories of the bank payments etc.);
- Liaise with Finance Hub and Global Transaction Process Centre (GTPC) in Manila on finance and financial transaction issues;
- Manage procurement and contracts in cooperation with Procurement Hub.
Estates
- Plan and organise maintenance of the Embassy estate, the Ambassador’s residence and 4 other properties, ensuring health and safety compliance to the required standards;
- Liaise with suppliers: check on the quality of works and services and report any concerns to CSM; maintain the inventory of equipment and furnishings at the office and residential properties; monitor conditions and flag items for replacement following relevant guidance on procurement and disposal;
- Liaise with Senior Regional Technical Lead and assist with the implementation of required actions and compliance to the required UK standards;
- Planon (estates platform) housekeeping.
Human Resources
- Maintains staff personal files, including employment documents, overtimes, termination, dismissal and/or grievance documents, etc.;
- Update induction materials and rosters and participate in the onboarding of new CBS and UK-based staff;
- Update staff details in accounting records;
- Be apprised of local legislation with regards to any updates on employment/dismissal and make changes to terms and conditions of service;
- Perform salary calculations and any related payments, such as maternity, redundancy, bonuses and overtime;
- Assist UK based officer with arrivals, departures, unaccompanied air freight, and heavy baggage.
Other Administration
- In a relatively small embassy, the CSO will be involved in almost all aspects of smooth running of the office. Organises official dinners/receptions on the corporate side.
- Full professional proficiency in English and Romanian, including excellent writing skills (written and spoken, minimum of C1 level for CEFR framework*);
- Graduate with a proven professional track record in corporate management, procurement finance or other relevant field;
- IT proficiency and ability to work across multiple platforms and experience with an Oracle package or similar online database as well as Microsoft office suite programmes (Teams, Word, Excel, PowerPoint);
- Excellent attention to detail and organisational skills;
- Strong interpersonal and communication skills;
- Ability to work independently as well as communicate with the team and a broader office platform;
- Problem solving and ability to think through the next steps to inform positive change;
- Demonstrable analytical skills and an ability to understand complex information;
- Resilience - the ability to work under pressure;
- Customer focused.
- Knowledge of local legislation pertaining to accounting and finance;
- Previous working experience in 1C programme;
- Previous experience within a government or international organisation (desirable) particularly in a role in finance, estate, procurement and HR management;
- Good level of Russian.
This is a full-time permanent contract.
The Embassy’s pay and benefits package is in compliance with local labour law.
The gross monthly salary for this position is MDL 20,964. The annual leave entitlement is 24 working days per calendar year and the Embassy also enjoys 14 Moldovan/UK public holidays per year.
The successful candidate will be subject to a reference check, security clearance and satisfactory completion of a probationary period of three months.
Foreign Commonwealth & Development Office (FCDO) have a strong Learning and Development (L&D) culture supporting a 70:20:10 learning posture (70% on-the-job informal learning, 20% informal learning from others, 10% formal learning).
The successful Job Holder will receive an induction plan with a suite of mandatory e-learning courses and have access to job-related training, enabling the successful Job Holder to become comfortable and effective in the role as quickly as possible.
Some of the essential training will include:
- E-Learning modules on Diversity at work, Health & Safety Awareness; IT and Security Induction; Unconscious Bias;
- Use of Credit Cards;
- Recruitment and Performance Management.
The Embassy promotes ongoing learning and development.
In a relatively small Embassy, the job holder will be involved in corporate issues (e.g. as a member of the Post Management Committee, L&D development and undertaking the Duty Officer role along with other UK-based staff). You will also be expected to be a member of Post Crisis Management team.
All applicants must currently hold the independent right to live and work in Republic of Moldova and be prepared to ensure that right remains the scope of the contract.
The British Embassy does not sponsor for work permits.
Staff recruited locally by the British Embassy in Chisinau are subject to Terms and Conditions of Service according to local employment law.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
FCO does not pay for travel related expense incurred in interviews (including Security Check) or accept any financial risk, including cancelation or reschedule costs. The FCO will not meet the costs connected with relocation if offered a position.
*Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C2 as Mastery or proficiency level which comprehends that a person can understand with ease virtually everything heard or read; can summarise information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.
This opportunity is closed to applications.
