View Vacancy - Corporate Services Administrator
Main purpose of job:
The Corporate Services Administrator (CSA) is a key position providing a range of first-level support on administrative services within the Embassy, particularly related to financial management and budgeting, procurement, protocol, IT and communications, and management of office and residential accommodation.
The CSA will assist colleagues and contractors in ensuring the highest standards of services. This is a busy job at the heart of the Embassy operations.
Roles and responsibilities:
This role will provide basic, administrative/clerical support to the Corporate Services Assistant (CSA) and other Corporate Services Team (CST) members in providing and managing a flow of excellent internal customer service offering a range of services and external engagements to/with Embassy contacts.The main tasks the jobholder will be involved in are listed below. The CST follows corporate policy and audit requirements.
Administration/Protocol
- Assist the CSA in liaising with MINREX for visas for all official visitors to Cuba
- Assist in preparing first drafts of the Note Verbal between Embassy and MINREX on administrative and CS issues
- Provide support on translating correspondence and information for internal and external use
- Provide basic administrative/clerical support to the CST on planning annual public holidays of the Embassy
- Ensure all telephone lists, organograms, and emergency contact information and information for visitors is up to date
- Provide first-level support to CST on planning the arrival and departure of UK diplomats and families on posting to Havana
Budget management/ Financial processes
- Assist the CSA with monitoring and managing the annual budgets for stationary and cleaning products, following policy to ensure value for money, and prepare first drafts of reports for the Post Management Committee
- Assist the CSA with managing the CS Cash Imprest and keeping good records for approvals and audit
- Assist the CSA with creating and training staff on requisitions and purchase orders.
- Provide basic administrative/clerical support to procure goods and services in line with Embassy policy to achieve value for money
- Monitor and provide first drafts of reports on telephone and electricity bills
Estate/Property Management
- Provide first-level support on planning and management of a rolling replacement programme of furniture and fittings for the office and residential properties
- Provide basic administrative/clerical support to the CSA in planning and managing the fumigation contract for Embassy properties
Team work
- Cover for absence of the CSA and the Residence Manager as needed. Crisis preparedness and response role
Line management
- This position will be the Line Manager of the two cleaners in the Embassy
Essential on arrival:
- Minimum of a tertiary/technical level degree in any 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
- PALCO approved
Desirable:
- Experience of working in an international organisation, agency or embassy.
- Demonstrated experience of managing staff.
- Experience of procuring goods and services and managing and monitoring contracts.
- Competence on IT software and internet services.
- A driving licence.
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 August 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 covers: 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 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.
The shortlisted candidates will be invited for interview and may be invited to complete an aptitude test based on the requirements of the role.
This opportunity is closed to applications.
