View Vacancy - Corporate Service Officer 11/18 YAO

Main purpose of job:

The Corporate Service Officer will undertake a wide range of roles in the Corporate Service Team. This will include working on protocol issues, estates management and post procurement. The officer will be responsible for making purchases for the Corporate Service Team, ensuring that all purchases are in compliance with our financial policy.

The Officer will also be required to cover as the back-up accountant. They will work closely with the Corporate Services Manager to deliver a streamlined and efficient finance, account and procurement service.

The officer will be required to work in liaison with the regional Corporate Service Hub in in Pretoria and the Global Transaction Processing Centre in Manilla. 

Roles and responsibilities:

Procurement/Admin Support – 30%

• Ensure purchase to pay procedures are followed and that procurement is in compliance with FCO policies.
• To identify efficiencies and to ensure we secure excellent value for money at all times.
• Support DCSM with procurement planning to ensure accuracy of forecasts.
• Carry out market surveys to update and keep current, our agreed supplier index to reduce bureaucracy and delays in procurements.
• Requisitioning for goods and services to be approved by the Corporate Service Manager or Deputy Corporate Service manager.

Protocol – 10%

• Support UK-based staff and their families with obtaining accreditation with the Ministry of Foreign Affairs. This will include work permits/visas, dependant’s documentation, diplomatic ID’s, driving licences etc.
• Support all members of staff in gaining visas for official travel.
• Arrange customs clearance and delivery (incoming and outgoing) of personal effects of UK based staff including unaccompanied airfreight and heave baggage and all other official consignments for the High Commission.
• Arrange customs clearance, registration, deregistration and shipments of the High Commission’s official vehicles and UK based staff private cars. Assisting with the sale and purchase arrangements for both official and private vehicles.

Estate Management – 30%

• Maintain property files with up to date lease agreements and inventory records on the Pyramid Database.
• Coordinate Estates related purchases (online and local) and payment by GPC of approved Estates invoices
• Facilitate good working relationships between Estates and supplier ensuring that BHC retains a positive image as a client
• Support the Deputy Corporate Service Manager to maintain the post Health and Safety policy.
• Support the Deputy Corporate Service Manager on property maintenance works and contracts.
• Provide day to day support to the wider office on maintenance and fault rectification including resolving UK based staff residential accommodation issues as and when required.

Financial Management – 30%  

• Provide back up to the accountant for leave periods etc.
• Ensure compliance with correct accounting procedures and that appropriate key performance indicators are met.
• Provide support on reporting and financial management of the High Commission, including providing information on other government departmental payments and the UK office in Chad.
• Processing of cash payment and accurate accounting of these payments.
• Monitor budgets and provide support to the CSM for budget amendments and forecasts.
• Support budget financial management to ensure value for money and 100% budget spend
• Prepare annual, monthly and ad hoc budget reports
• Check cash and bank balances, ensure Chad and Yaoundé offices maintain the level of cash that can allow smooth workflow.
• Processing of invoices from suppliers, submission of Debit memos and tax reclaims with State Revenue Agency.

• At least three year corporate services or business administrative experience
• Background in accounting, finance and facilities management
• At least two years’ experience in procurement
• Strong interpersonal and oral communication skills
• Strong organisational and time management skills, with excellent attention to detail
• Experience in use of Microsoft Office especially Excel