View Vacancy - Corporate Services Manager C4, Helsinki (FIN282)

The British Embassy in Helsinki is part of a world-wide network representing British political, economic and consular interests overseas and is now looking for a Corporate Services Manager to lead its busy service and platform delivery team.

The successful candidate will lead on corporate policies and systems and oversee the delivery of Human Resources, Estates Management, Budget Management and financial excellence.  

The jobholder will be an important member of the senior management team at the Embassy and will work with the wider Embassy team to provide a professional back-office function that supports the effective delivery of the Embassy’s political, trade and consular services. The jobholder will directly manage a small team and will lead work to design and maintain systems and processes that will achieve value-for-money and effective service delivery for the Embassy. The jobholder will work closely with teams in the UK and other posts, particularly those in the Nordic and Baltic region and will represent the Embassy at relevant network events (between Embassies across the region and in London). The job-holder will be a team player – working closely with colleagues and management, able to flex to the demands of the job and changing priorities, while also able to look ahead to plan and manage risks effectively. The job would suit those with excellent interpersonal and communication skills. Previous experience in management of teams, and relevant office management/administration skills, as well as those with a background in either HR, finance or estates management would be valuable, though training will be provided. Project management skills/experience would also be helpful.

Roles and responsibilities:

Team management:

To manage and lead a team of 7 staff to deliver an efficient and professional platform from which the Embassy works. To work to align Corporate Services objectives to the achievement of the Embassy’s Business Plan, improve and adapt processes to ensure more efficient service delivery, and work to motivate, up-skill and support this busy team through the Embassy’s excellent learning and development offer. To participate actively on the Embassy’s Senior Management Team for which you will provide secretariat services.

HR, Estates and Finance oversight and planning:

To align the Embassy’s service delivery with centrally-provided guidance and standards while seeking to improve efficiency of processes through planning and risk management, focused on meeting customers’ needs (Embassy and network staff). To manage medium-term financial planning to bid for sufficient resources to allow the Embassy to meet its business objectives, and advise senior management on using the budget once allocated to best effect. Responsible for:

-          Human Resources – working with the Corporate Services Team in Helsinki and in the regional HR Hub in Lisbon and the Regional Learning and Development Team in Brussels, to deliver comprehensive workforce planning and Human Resources service delivery, to implement HR and Learning & Development policies and Terms and Conditions of Service for Locally Employed (LE) Staff; ensure compliance with Finnish Labour Law; provide guidance on staff issues for both LE and UK-based staff; and facilitate negotiations with senior management and LE staff.

-          Estate Management - working with the Corporate Services Team in Helsinki and colleagues in the UK and the network to oversee the Embassy’s estate (both office and residential accommodation), ensuring compliance with Health and Safety requirements and adherence to a 5 year plan for maintenance and improvements; exercise overall control of estates maintenance and project management. To provide oversight and management of the Residential estate and the well-being of staff and families on our estate. To provide a creative, innovative and professional approach to support for the delivery of Embassy events and functions. Responsible for the Embassy’s Transport Policy.

-          Finance - working with the Corporate Services Team in Helsinki, in the regional HR Hub in Vilnius and with colleagues in the UK, to provide budget management of the Embassy’s finances within a tight financial climate where prioritisation is a daily challenge. To provide oversight/management of financial processes to ensure rigorous financial compliance, efficient procurement and the achievement of value-for-money. Monitor and profile expenditure throughout the Financial Year; ensure that expenditure is commensurate with business objectives; and authorise expenditure accordingly.

Procurement - Ensure the local implementation and integrity of procurement policy and procedures. Liaise with Procurement Hub and other procurement specialists in procurement processes of applicable value.

Working with regional Embassies and London teams

Engaging with other Corporate Services teams and central or regionalised units in London and in the Embassy network to ensure processes are completed fully and issues followed up. To represent the Embassy at network Corporate Service events and meetings. To create a closer support network between Corporate Service staff in Vilnius, Lisbon, Brussels, London and with their Nordic Baltic Network colleagues that can help increase resilience and the development of our staff. Participate in and provide input into relevant internal/external policy committees and working groups.

• Strong communication skills – written and oral, able to effectively communicate effectively in English e.g. to set out a business case to London readers to request funding for a project, for example. 

• Ability to work under pressure and deal with competing priorities, equally comfortable working with senior management as well as with others.

• Experience in managing and motivating a team.

• Previous experience in managing a budget of a minimum of €1m.

• Previous experience of a similar position, or elements of the job description in previous roles.