View Vacancy - Corporate Services Manager (Maternity/Paternity Cover) (MNE18.077)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Finance

The British Embassy in Podgorica is part of a world-wide network, representing British political, economic and consular interests overseas and is seeking a Corporate Services Manager for a Maternity/Paternity cover.

 The jobholder will ensure delivery of effective management, finance, procurement, human resources and estate services to the whole Embassy in support of the post business activities.  

Main roles and responsibilities:

Finance and Procurement Management (40%):

  • Run of the Embassy's account, through FCO accounting software tools and payments systems (Prism);
  • Manage the LB using Hyperion (profiling and budget supervision, and dashboard monitoring) and close liaison with Procurement / Finance hub in Vilnius and HQ in London,  ensuring spending remains on budget and maximising value for money;
  • Support the implementation of existing corporate policies and best practices on contract negotiation ensuring the mission achieves maximum value for money;
  • Submission of returns required by RMD (Resource Management Department) and GTPC (Global Transaction Processing Centre);
  • Liaise with bank contacts and suppliers;
  • Raise requisitions/receipt goods or services on Prism for payments through P2P (purchase to pay);
  • Approve GPC transactions of other staff at Post using GPC (Government Procurement Card) for official payments;
  • Process post payments, including for Locally Employed staff salaries, taxes, overtime, Swiss Life scheme etc.;
  • Withdrawal and deposit of funds;
  • Lead on all Embassy procurement ensuring procurement of goods and services is conducted as per FCO Best Practise and in accordance with appropriate PRISM guidance;
  • Order of Embassy and HMA Residence equipment/furniture/ required goods;
  • Policing the P2P process, ensuring appropriate segregation of duties and supervising regular PRISM housekeeping;
  • Setting up suppliers on Prism;
  • Reviewing and refreshing our regular suppliers to ensure value for money is being obtained.

Estate Management (25%)

  • Lead on all Estate issues managing both residential and non-residential properties;
  • Responsibility for ensuring that our Estate is appropriate to our needs, is managed sustainably, meets our health and safety obligations, and delivers good value for money;
  • Supervising the practicalities of managing the Estate, e.g. finding the right properties for incoming staff; working within FCO guidelines and accommodation policy, negotiating leases and managing effective relationships with landlords; ensuring maintenance is kept up to date;
  • Lead contact between Embassy and ESD stakeholders, project managing local works as necessary and procuring services of external contractors;
  • Responding to ad hoc requests for Estate returns;
  • Making effective use of regional TWO’s (Technical Works Officer) and TWS’s (Technical Works Supervisor)to support local work;
  • Property database (Pyramid) administrator.

HR Management (25%)

  • Implementation of HR policies, including terms and conditions of service and compliance with local labour law;
  • Administration of HR records such as employment contracts, leave reports and other staff correspondence;
  • Recruitment and induction procedure for new staff;
  • Support to new UK staff (heavy baggage and UAF-unaccompanied airfreight, welcome packs);
  • Maintain staff records (PF files);
  • Liaise with Honorary Legal Advisor;
  • Close liaison with HR hub in Lisbon and HR HQ in London;
  • Post Learning and Development Officer.

Chancery (5%)                                                                                                                 

Liaise with the Ministry of Foreign Affairs Consular Department to process the applications for diplomatic accreditation, diplomatic ID and VAT cards for UK-based staff, customs clearances for post’s diplomatic deliveries, etc.

Other (5%)    

  • Provide administrative/logistic support for journeys, events and visits when required;
  • First Aid officer.
  • A minimum of 2-3 years of relevant experience in administration, accounting and procurement;
  • Strong managerial skills; 
  • Excellent organisational skills with an eye for detail and the ability to multitask; 
  • Ability to work under pressure with a positive and proactive attitude and to juggle competing priorities effectively;
  • Excellent customer service skills with an ability to deal politely and persuasively with individuals across the Mission and beyond;
  • A real team player, able to work with and through others to help deliver Corporate Services and wider Mission objectives, who also has the confidence and maturity of judgement to work independently and autonomously and to take decisions;
  • Ability to handle sensitive and/or confidential information discreetly;
  • A positive, problem-solving approach, with an ability to look creatively for solutions and to identify new ways of working;
  • Proficiency in the use of MS Word, MS Excel, MS Outlook and Internet;
  • Fluent oral and written English and Montenegrin.
  • Driving Licence;
  • Previous work experience for international organisations;
  • Knowledge of HR matters;
  • Knowledge of the legal legislation. 

26 February 2018
Administrative Officer (AO)
Fixed Term, Full-time
40
Europe, Eastern Europe & Central Asia
Montenegro
Podgorica
British Embassy
1
EUR
1,972.11 gross
15 March 2018

This is a full-time, fixed term (16 month) position for a maternity / paternity cover.

The successful candidate will be subject to confirmation of a background check and security clearance, and the successful completion of a probation period.

Staff recruited locally by the British Embassy in Podgorica are subject to Terms and Conditions of Service according to local Montenegro employment law.


 

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

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.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.



 

 

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.