View Vacancy - Corporate Services Support Officer, British Embassy Santiago

Main purpose of job

The Corporate Services (CS) Team is responsible for the efficient and professional day-to-day running of the British Embassy in Santiago. 

The Corporate Services Support Officer is a key member of the team, and reports directly to the Deputy Corporate Services Manager (DCSM) assisting colleagues across the section and Embassy.  This is an ‘flexible' role which will work across and support the full range of CS team responsibilities.  The role will also have some core responsibilities and will work in close collaboration with and support the Human Resources, Protocol, IT and Estates teams.

What will the jobholder be expected to achieve?

Procurement:

• Support IT Support Officer (ITSO), Estates Manager and Security Manager on project delivery.
• Act as Corporate Services procurement champion.

           o  Assist the CSM/Deputy CSM in carrying out budget authorization processes for section purchases.

           o   Assist with creating new suppliers and regular housekeeping of our Agreed Supplier List (ASL).

           o   Support CS team and wider Embassy sections on tendering processes.

Human Resources:

• Collaborate with the HR Regional Hub to provide HR related information to produce documents requested by the Post.  First point of contact for the Regional Hub on Human Resources (HR) related matters.
• Quality assure documentation issued by the Hub and ensure timely delivery to other members of staff.  Assist in ensuring that Contracts, Addendums, Terms and Conditions and other legal documents are updated within the timeframe.
• Keep personal records updated and filed correctly (hard and/or digital copies, as required) to enable the HR Hub to access them.
• Assist in managing benefits compensation for Locally-Engaged Staff

Protocol:

• Coordinate the delivery of documentation to the Ministry of Foreign Affairs.  Ensuring contacts and roles are up-to-date to enable correct processes for delivery.
• Work with the Community Liaison Officer (CLO) on UK-Based Staff arrival/departure matters.
• Assist Corporate Services with customs clearance/shipping contacts.
• Coordinate with internal and external stakeholders on the arrival/departure of the Queen’s Messenger.

Estates:

• Assist in the coordination and delivery of Embassy reconfiguration projects.
• Collaborating with the Estates Manager and Technical Works Assistant in rolling out a maintenance programme for the properties (houses, Residence and Embassy offices) to ensure we have a proper platform.
• Receive/follow-up/action maintenance requests within the Service Level Agreement (SLA) guaranteeing a timely customer service.  
• Ensure property inventories are updated and signed by the UK-Based Staff.
• Support Estates Manager on requests related to furniture purchase.
• Be the focal point of contact to collect and record when Property Compliance Assessments have been performed.

IT:

• Cover for the IT Support Officer as the Deputy, as and when needed.

Ad hoc duties

This will largely be determined by operational needs, but could include: assisting in the delivery of Accommodation/Embassy modernisation; refreshing Embassy ‘Values’; refreshing appraisals validation process; etc.

It is also not uncommon for Embassy staff to work outside of their teams to support events and/or visits.  Chile’s hosting of APEC and COP25 will provide opportunities for the job holder to engage in policy/programme work outside of Corporate Services. 

Essential on arrival:

• Basic knowledge of Local Labour Legislation
• Experience working on acquisition processes
• Advanced level of Microsoft office (mainly Excel and Word).