View Vacancy - FJS - Corporate Services Assistant, AA
Main purpose of job:
The Corporate Services Assistant (CSA) will be responsible for certain finance, administration and estates work, as well as providing support to the Executive Assistant when needed. The CSA will also carry out reception and protocol duties. The CSA will provide support for and be in important member of the British High Commission Corporate Services Team.
What will the jobholder be expected to achieve:
1. Finance Duties
- Procurement process support: creation and maintenance of supplier details; distribution sets, raise requisitions and receipts
- Clear invoices with budget managers
- Process invoices for payment
- Maintain payment records.
- Credit Card: make payments to credit card suppliers and maintain payment records.
- Stationery & office supplies: order materials and maintain stock inventories; Budget Holder for stationery, printing and utilities.
- Custodian of the Petty Cash for Post
2. General Duties
- Mail: distribute incoming pos and arrange for outgoing mail to be posted; manage incoming electronic mail for Corporate Services mailbox.
- Social – organise social events and away days for staff.
- Provide community Liaison support for UK Based staff and their families,
- Deputy Information and Technology Support Officer
3. Estates Duties
- Daily supervision of cleaners and ensure all cleaning standards are met. Maintain cleaning materials and supplies inventories.
- Household Inventories: with the guidance of the Estates Manager, carry out a yearly furniture and equipment stocktake for all residence and office inventories
- Key inventory – carry out key stocktake on a quarterly basis
Resources managed (staff and expenditure):
- Stationeries, Utilities
Language requirements:
- Language: English
- Level of language required: Excellent
Essential on arrival:
- Clean Police Report
- Administration and Procurement work
- Ability to use IT(computers and applications)
Desirable:
- Experience in a similar position
Open to Fiji citizens, permanent residents. Interstate applicants will be required to meet their own travel and relocation expenses.
No accommodation or relocation expenses are payable in connection with this position.
Staff recruited locally by the High Commission are subject to Terms and Conditions of Service according to local Fiji employment law.
Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
Learning and development opportunities:
BHC Suva offers support for the successful candidate to take advantage of professional learning and development opportunities inside and outside of the organisation. We would expect the successful candidate to embrace continuous learning to maintain their skills and our service levels at their best.
L&D Opportunities include:
- First Aid
- Fire Safety Training
- Other development opportunities on discussion with line manager.
Working patterns:
Normal working hours are from 08:00 - 16:15 from Mon-Thurs and 08:00 - 13:00 on Fridays.
Requests for flexible working are considered on a case by case basis but the jobholder should expect the majority of the working week in the office. There will be the occasional requirement to work outside normal working hours at times for which overtime will be paid.
A probationary period of three months, extendable to six, will be used to ensure that the successful candidate is able to deliver this unique and flexible role and that we as an employer meet the candidate’s expectations.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline."
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
We advise you to allow enough time to complete and submit your full application since only applications completed and submitted before the deadline will be considered.
All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.
For inclusivity and diversity, please remove the following personal information when uploading your CV: name, address, email address, age, date of birth, gender, and nationality.
The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.
This opportunity is closed to applications.