View Vacancy - Deputy Head of Corporate Services, HRE (Internal Only Campaign)
Main purpose of job:
A key member in the management of the Corporate Services team, you will work closely with the Head of Corporate Services (HCS) to ensure the effective and efficient day-to-day running of the Embassy’s Corporate Services team ensuring excellent service delivery, value for money, a strong compliance to both the governance and environment.
You will be the first point of contact 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:
The role of Deputy Head of Corporate Services (DHCS) is highly challenging and rewarding, and absolutely critical in the successful delivery of the Corporate Services Charter.
The British Embassy Harare is the headquarters of all UK government operations in Zimbabwe. We employ more than 100 people in a variety of roles, including diplomats, development advisers, project managers, communications specialists, security personnel and maintenance staff. We have a fleet of vehicles and significant IT, finance, HR, logistics and physical security operations. Our Corporate Services team is responsible for the embassy’s entire operational platform.
The Deputy Head of Corporate Services has day-to-day operational responsibility for the platform, answering directly to the Head of Corporate Services and countersigned by the Deputy Ambassador.
Key responsibilities include:
- Responsible for efficient delivery of high-quality services in all corporate services areas: finance, HR, protocol, and transport.
- Identifying UK government service standards and customers’ needs.
- Setting clear performance standards and managing a portion of this team directly
- Responsible for compliance with 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 the regional corporate services hubs to implement central UK government policies and guidance.
- Financial Management- ensuring that the finance at post is compliant, key approver for bulk of strategic financial activities
- Deputising for the HCS as required and undertaking the HCS role during periods of absence.
- Responsible for managing staff advances by ensuring timely acquittal of all advances and the appropriateness of transactions.
- Responsible for monthly payroll
- Responsible for sensitive protocol matters
- Responsible for managing the transport section by ensuring the Transport Manager provides an efficient and effective transport service.
- Accountable for managing the stationery stock levels.
- Responsible for compliance to the FCO administrative guidance on FCO net.
Risk and Compliance 25%
- Responsible for Health & Safety (H&S) within the Embassy by ensuring the Embassy is fully compliant with H&S law, regulations and policies. Ensuring effective H&S monitoring and reporting is in place. Raising awareness of H&S issues among staff.
- Accountable for performing all duties of the H&S officer.
- Responsible for undertaking periodic financial audits of primary financial and risk activities of the FCO in Harare.
- 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.
- Responsible for ensuring all policies are updated as required and that the office is adhering to provisions of the policies and procedures e.g. (TACOS, FCO guidance etc)
- Act as the project officer for all internal activities e.g. ACCA, audit preparation, health safety preparations etc.
- Responsible for ensuring that the Shared-drive is managed and maintained.
- Assist in the maintenance of I-Records and the posting of activities to that area.
- Accountable for managing the Canteen contract.
- Assist the Estate Manager and HCS in maintaining the Asset Register.
Financial Management 25%
- Assist the HCS with budget management by participating in the monthly budget forecasting and budget profiling.
- Accountable for managing the BMZ travel budget and reporting.
- Responsible for managing GPC cards transactions manually and on PRISM, and ensuring that our GPC cards FPCI scores remains in green and above 90%
- Accountable for ensuring that all purchase order requisitions on PRISM are approved in line with delegated authority.
Learning and Development/Corporate 15%
- Post lead for L&D/L&D Champion
- Accountable for L&D Activities
- Development of internal communications at post
Staff Administration/Management 10%
- Accountable for the Line Management of four staff (Accountant/ITSO, Transport Manager, Protocol Officer, Corporate Support/HR) and their subordinates
- Counter-signing officer of seven staff (Residence Manager, Estates Assistant, three Drivers, Corporate Services Assistant, Receptionist)
- At least 5 years experience of working in corporate services, or similar environment
- High level of people skills – leadership, management, organizing, 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;
- Financial management skills,
- Good knowledge of Microsoft Office packages (excel, word)
- Professionally recognised qualification in Business/office management;
- Experience of working in Embassy/High Commissions and NGOs;
- ACCA Diploma
- CIS part C or Full
- Please complete the application form in full as the information provided is used during screening.
- Please check your application carefully before you submit, as no changes can be made once submitted.
- The British Embassy will never request any payment or fees to apply for a position.
- Employees recruited locally by the British Embassy in Harare are subject to Terms and Conditions of Service according to local employment law in Zimbabwe.
- All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
- The responsibility lies on the successful candidate to;
- Obtain the relevant permit
- Pay the fees for the permit
- Make arrangements to relocate
- Meet the costs to relocation
- HM Treasury has issued an instruction to Government departments employing staff overseas, where they are not liable to local tax, that their salaries should be abated by an equivalent amount. The British Embassy currently has not implemented this policy, however, reserves the right to do so in future.
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework Please note: Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Reference checking and security clearances will be conducted on successful candidates.
This opportunity is closed to applications.