View Vacancy - Corporate Services Administrator (IT & Comms)

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)
Information Technology Services

Main purpose of job:


The Deputy Information Technologies Security Officer (DITSO) is a key position providing a wide range of first-level, high quality technical support and customer service within the Embassy, particularly related to IT and telecommunications, and management of office furniture and office equipment.

 

The CSA will assist colleagues and contractors in ensuring the highest standards of service. This is a busy job at the heart of the Embassy operations, providing various services to all departments of Her Majesty’s Governent in Havana.

 

Roles and responsibilities :



The main tasks the jobholder will be involved in are listed below. The CST follows corporate policy and audit requirements.

 

IT responsibilities – as the Deputy IT Support Officer (DITSO)


-        Responsible for all IT network operations at post (Official and Standalone networks).


-        Problem solving for Official network issues as possible under security regulations.


-        Management of the standalone network at the Embassy and official Residence (WiFi and LAN), setting up users and monitoring the usage.


-        Administration of the Embassy telephone system; setting up new staff, problem soliving, reporting faults etc.


-        Update and circulate Staff telephone lists, organograms, and emergency contact information for internal use and information for visitors.


-        Induct and support new users on IT and telephone systems and security.


-        Promote better ways of using IT & comms available for remote working.

 

Budget management/ Financial processes


-        Assist the ITSO with monitoring and managing the annual budgets for IT, following policy to ensure value for money, and prepare first drafts of reports for the Post Management Committee.


-        Manage the CS Cash Imprest and keeping good records for approvals and audit. ??


-        Perform requisitions and purchase orders according to FCDO guidances.


-        Provide basic administrative/clerical support to procure goods and services in line with Embassy policy to achieve value for money, mainly on IT and office machinery equipment.


-        Monitor and provide first simple reports on telephone costs and manage the inventories of equipment.

 

Estate/Property Management


-        Provide first-level support on planning and management of a rolling replacement programme of furniture and fittings for the office compound


Team work


-        Cover for absence of the ITSO and the CSA as needed.


-        Support administration of guest lists and mail shots for events.



-        Crisis preparedness and response role.


Essential on arrival:      


  • Minimum of a tertiary/technical level degree in IT discipline.
  • At least 1+ year of experience providing administrative/clerical support in a corporate services environment
  • Strong administrative and customer service skills and experience.
  • Experience of managing small budgets.
  • Proficiency in IT skills especially using Microsoft Word, Excel, PowerPoint in Windows 10.
  • Excellent communication skills in English and Spanish.
  • Customer service experience

Desirable:      


  • Experience of working in an international organisation, agency or embassy.
  • Demonstrated experience of IT problem solving.
  • Experience of procuring goods and services and managing and monitoring contracts.
  • Competence on IT software and internet services.
  • A driving licence.
  • Registered with PALCO Empleadora

18 March 2021
Administrative Assistant (AA)
Full-time, Permanent
38
Latin America and Spanish speaking Caribbean
Cuba
Havana
British Embassy
1
12 July 2021
Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.

The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and an enriching learning and development opportunities. All appointments to the British Embassy are through PALCO. Applicants do not have to be registered with PALCO to apply, but the appointment will be subject to PALCO procedures. The advertised start date is in MONTH, but that is flexible depending on PALCO processes and will be discussed and agreed with the successful applicant. An earlier start date may also be agreed.


This is a key role in the Corporate Services Team (CST) that is responsible for providing basic internal and operational support in the Embassy. The CST provides a range of services to support the operatios of the Embassy and departments of HMG in Havana, such as : finance, transport, security, telephones, IT, property management and maintenance, training, protocol services, customs clearance etc. The CST is a dynamic team that aims for the highest possible level of customer service and continuous improvement. Getting the job done relies on flexibility, initiative, attention to detail and communication.

 

The CST supports all departments of the British government that are based in the Embassy in Havana, and all official visitors from the UK government and from our network of Embassies in the region. Some members of the Embassy team are based in Embassies in, for example, Mexico City and Bogota and would, in non-COVID times, visit regularly.

 

The CST is currently reviewing the structure and how services are provided to its customers. The CST believes in a good work-life balance, teamwork, flexibility and building expertise of the team. All staff are entitled to time for learning and development.

 

Since April 2020, all Embassy teams have been working remotely most of the time. The Embassy will provide the devices needed for this.

 

The shortlisted candidates will be invited for interview and may be invited to complete an aptitude test based on the requirements of the role.


The employment is subject to an Embassy security review and confirmation of enrolment with PALCO Empleadora (which the Embassy will request if the successful candidate has not worked with PALCO before).


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.