View Vacancy - Corporate Services Manager HEO (03/22 GBE)
Main purpose of job:
A key member in the management of the High Commission’s Corporate Services team, you will work closely with the Deputy High Commissioner and regional stakeholders to ensure the effective and efficient day-to-day running of the British High Commission’s (BHC) Corporate Services team, ensuring excellent service delivery, value for money, and a strong compliance to corporate governance. You will also hold a strategic view of how best to maximise the BHC Gaborone’s full estate (offices and accommodation estate, including the High Commissioner’s Residence). You will be the lead for all corporate services related enquiries from within the Embassy, with key areas of responsibility around finance, risk and compliance, general administration/operations and formulation of administration policy changes.
Roles and responsibilities / what will the jobholder be expected to achieve?:
The role of Corporate Services Manager is both highly challenging and rewarding, and absolutely critical in the successful delivery of the BHC Gaborone’s operations.
The BHC Gaborone is the platform for all UK government operations in Botswana. We employ 18 staff in a variety of roles, including British diplomats, project managers, communications, consular and trade/prosperity specialists, and estates management staff. BHC Gaborone is also covered remotely by regional colleagues (defence, technical support etc). We have a small fleet of vehicles and an accommodation estate of four houses (including the High Commissioner’s Residence) plus IT, finance and logistics operations. Our Corporate Services team of four staff is responsible for the High Commission’s entire operational platform, with regional support from a hub in Pretoria. Post receives CS-mentoring from Harare.
The Corporate Services Manager has day-to-day operational responsibility for the platform and the strategic planning vision for the operations platform, answering directly to the Deputy High Commissioner.
Key responsibilities include:
- Accountable for efficient delivery of high-quality services in all corporate services areas: finance, HR, protocol, transport and the management of the estate (offices and accommodation).
- Identifying UK government service standards and customers’ needs.
- Setting clear performance standards and overseeing the Corporate Services team’s delivery of its objectives
- Responsible for the BHC’s full compliance with FCDO financial, health and safety and other legal and policy frameworks.
- Long-term planning to ensure the consistent provision of corporate services during periods of high demand. This will include financial and team-planning.
- HR Management - Working closely with colleagues in Pretoria to implement central UK government policies and guidance.
- Financial Management - ensuring that Post’s financial operations are compliant with FCDO requirements. Key approver for the bulk of strategic financial activities
Strategic Planning and Leadership 40%
- Actively build and deepen relationships with key stakeholders internally, within regional and global hubs, and with external partners (at other diplomatic missions, government departments and suppliers) to maintain informed and current corporate knowledge.
- Close co-operation with the co-located German Embassy and British Council to maintain a professional and effective Landlord/tenant relationship.
- Ensure local policies are reviewed and aligned to global and local requirements.
- Play a key role as a member of the Post’s Senior Management Team (SMT), effectively carrying out the integral role as Secretary to the Post Management Committee (PMC), ensuring that Corporate Services objectives are aligned to support the High Commission’s business plan
- Responsible for ensuring the monthly payroll is delivered
- Develop, lead and monitor the delivery of services against a new local Corporate Services charter.
- Responsible for compliance to the FCO administrative guidance on FCO net.
People 20%
- Lead on the overall employer proposition, including terms and conditions of service and pay and benefits for Country Based Staff (CBS), ensuring compliance with local labour law.
- Provide guidance and act as an escalation point on sensitive staff matters for UKBS and CBS, including management issues and dispute resolution, engaging with specialist HR functions where necessary.
- Champion and embed a collaborative and inclusive culture.
- Line manage the CSO and Residence Manager, supporting them to develop and improve, tackling any under performance, holding regular performance conversations and setting realistic but challenging goals. Quality assure their line managees.
- Counter-signing officer of four staff (CS Assistant, Driver, Housekeeper and Gardener/Driver)
Delivery (including risk and compliance) 40%
- With the support of the Corporate Services Officer, manage Post’s local delegated budget, and hold accountability for this function in accordance with corporate policies to ensure on-budget expenditure and value for money.
- Working with the TWS, TWO, contractors and the wider CS Team, manage the estate (office and accommodation), ensuring that UK and local standards are met through planned and reactive maintenance and in compliance with corporate procedures, including local and UK health and safety regulations and policy. Ensuring effective H&S monitoring and reporting is in place. Raising awareness of H&S issues among staff.
- Accountable for ensuring that all purchase order requisitions on HERA are approved in line with correct procedures and delegated authority.
- Responsible for undertaking periodic financial audits of primary financial and risk activities of the FCO in Gaborone
- Responsible for ensuring that all internal audit reports/ACCA are followed up and that all issues raised are attended to and resolved in a timely manner.
- Accountable for managing GPC cards transactions manually and on HERA, and ensuring that Gaborone’s GPC cards FPCI scores remains in green and above 90%. Overseeing the correct purchase order requisition processes are followed by CST staff.
- Responsible for ensuring all policies are updated as required, and that BHC Gaborone is adhering to the the policies and procedures set out in FCDO guidance and staff TACOS.
- Oversee the maintenance of Post’s Asset Register and oversee inventory management and checks
- Accountable for procurement issues, ensuring close compliance to FCDO policy.
- Chairperson of the CBE pension fund, attend meetings and ensure monthly submission to the fund are done timely as well as on board and off board staff.
- Local security contract manager.
- As support to the PSO and ROSM, ensure day to day security of people and buildings and IT compliance with FCDO guidelines.
- Assist in reviewing Post Security Regulations annually.
Resources managed (staff and expenditure):
- Management of Post’s budget of +/- £1M
- Responsible for the Line Management of two staff
- Counter-signing officer for four staff
- At least 5 years experience of working in business and/or platform management
- Proven financial management, procurement and organisational skills
- Solid interpersonal skills – leadership, management, self-organisation, influencing, persuading, listening, and giving feedback
- Excellent communication skills – written, oral, one-to-one, group, formal presentations – ability to vary style, pace and presentation to suit the audience;
- Creative thinking and problem solving abilities;
- Good knowledge of Microsoft Office packages (Excel, Word)
- Professionally recognised qualifications in business management;
- Experience of working in High Commissions/Embassies or NGOs;
Learning and development opportunities (and any specific training courses to be completed):
The successful applicant will be required to travel to undergo training at overseas locations (possibly UK, Dubai and/or Pretoria) and will be mentored from the British Embassy in Harare. A valid, current passport is essential.
Working patterns:
There may be the opportunity work occasionally from home, although the nature of the CSM role requires regular attendance in person at the BHC Gaborone.
- Employees recruited locally by the British High Commission in Gaborone are subject to the Terms and Conditions of Service according to local employment law in Botswana.
- All applicants must be able to live in Botswana (i.e. already have a residence permit)
- Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
- Reference and security clearances checks will be conducted.
- Any questions you may have about this position will be answered during the interview, should you be invited.
- Information about the Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles. Please note: AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Complete the application form in full as the information provided will be used for screening purposes.
- Check your application before you submit, as you will not be able to make any changes once submitted.
- The British High Commission will never ask you to pay a fee or money to apply for a position.
This opportunity is closed to applications.