View Vacancy - Logistics-Protocol and HR Manager
The Logistics-Protocol and HR Manager is a busy and challenging position that covers a wide range of diverse duties:
- Provide HR advice on recruitment, restructuring processes, legal cases, pensions, payroll and social security issues to staff and their managers, as well as to the DHM and HMA in consultation with the Honorary Legal Advisers and the HR Hub in Washington DC.
- Manage the protocol requirements for UK-Based staff and other logistical requirements for the Embassy including but not limited to the accreditation of UK-based staff, the importation and exportation of official belongings and private vehicles, the issuance of visas and driving licences for Diplomats and their dependants, the renewal of armoured vehicle permissions, special equipment and airport access. This will require maintaining a close working relationship with the Colombian Ministry of Foreign Affairs, airport authorities, customs officers amongst others.
- Oversight of all aspects of Health and Safety at the workplace working closely with the Administradora de Riesgos Laborales (ARL) to ensure compliance with Colombian workplace regulations and occupational health demands. Chair the monthly Health and Safety Committee meetings, reporting back to senior management as required.
- Overall management of the Embassy’s team transport operations, including drivers and its fleet of 15 vehicles ensuring that their usage is in accordance with Post’s Transport Policy and that it provides VFM.
Roles and responsibilities:
HR management (40%)
- Lead on the recruitment and onboarding of new staff in collaboration with line managers and the HR Hub, ensuring that recruitments are in line with HR policy. Manage the induction process ensuring that new staff receive the best possible introduction to working at the British Embassy in Colombia. As well lead and facilitate the departure process for Embassy leavers.
- Provide HR advice and support to staff, team leaders and senior managers accross the Embassy on recruitment, restructuring plans, pensions, payroll and social security issues.
- In collaboration with the Honorary Legal Advisers, provide advice to staff and managers on legal cases and Colombian employment law wider.
- Contribute with internal Policy design for HR matters
- Line manage the A1(L) Corporate Services Assistant (CSA) and HR Intern.
- Working closely with the Protocol Department of the Ministry of Foreign Affairs, manage the accreditation process for incoming UK-based staff and their families, ensuring the timely issue of diplomatic identity cards, visas and driving licenses.
- Manage the importation and exportation of official and private vehicles and the personal belongings of UK-based staff by engaging with customs officers at the airport and sea ports and with the Dirección de Impuestos y Aduanas Nacionales (DIAN)
- Renewal of armoured vehicle and sensitive equipment permits through the Superintendencia de Vigilancia and Indumil (part of the Colombian Ministry of Defence). Be alert to changes in policy that might affect colleagues in the Embassy from carrying out their duties effectively.
- Manage the despatching process for confidential diplomatic bags around the region in collaboration with RTSS colleagues in Bogota. This will require to maintaining close contact with offices from the regional airlines, police and customs officials at the airport and other authorities and third parties. Ensure that airport passes for RTSS colleagues and others are up-to-date and valid.
Health & Safety in the Workplace (15%)
- Co-ordinator for all aspects of health and safety (including the ‘SG-SST’) in the workplace working with the ARL to ensure that the Embassy is fully compliant with Colombian workplace regulations.
- Chair the monthly COPASST and Co-existence committee meetings to ensure compliance with Colombian labour law.
- Notify the Ambassador, DHM and CSM of any serious health and safety issues.
- Lead the Embassy’s transport operation
- Manage the Embassy’s vehicle fleet to ensure that it provides VFM and that it is being used in accordance with Post’s and FCDO Transport Policy.
- Direct Line management for five S1 drivers
- Oversight the day-to-day scheduling of transport agenda and its requirements. This could involve to manage another member in the team.
- Administrative duties related to vehicle documentation, eg. insurance, permissions and maintaining files.
Logistics duties (5%)
- Logistics and supporting duties ad hoc.
Resources managed (staff and expenditure):
- Line management of 1 x A2(L) Corporate Services Officer, 1 x A1(L) Corporate Services Assistant and 4 x S1 Drivers
- Transport budget of £50,000 annual
- GPC card for adhoc purchase as per policy
- 2-3 years of experience in a similar role or relevant comparable experience
- Knowledge and experience on Colombian health and safety in the workplace.
- Knowledge of Colombian mandated HR processes, payroll and payment of social security affiliations in Colombia.
- Effective people management and good communication skills.
- Experience of budget forecasting and control
- Bachelor’s degree in Law/HR/Business Administration/H&S Administration/General Administration
- Advanced driver training skills and vehicle fleet management, including armoured vehicles.
- Previous experience on diplomatic missions and protocol duties.
Learning and development opportunities:
- Budget, project and people management skills.
- E-learning FCDO training for continue development.
- The British Embassy in Colombia has a flexible working policy.
- Monday to Thursday: 8:30 a.m. - 5:00 p.m. and Friday: 8:30 a.m. - 1:30 p.m.
Must have the legal status to live and work in Colombia.
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.
This opportunity is closed to applications.