View Vacancy - Deputy Head of Corporate Services (FIN22.284)
The British Embassy in Helsinki is part of a world-wide diplomatic network, representing British political, economic, and consular interests overseas. The Embassy is looking for a Deputy Head of Corporate Services. The Deputy Head of Corporate Services is part of the Helsinki Corporate Services team, responsible for various HR, procurement and financial tasks, providing HR and Finance support services to all staff and key stakeholders. Line Management responsibility for the Corporate Services Assistant and Driver. Furthermore, they are responsible for deputising the Head of Corporate Services as required.
Roles and responsibilities:
Finances & Procurement (35%)
Budget management:
- Responsible for daily, weekly and monthly budgeting system updates
- Responsible for inputting budget amendment and forecasting figures into internal systems
Hera and P2P:
- Back-up to Corporate Services Assistant (CSA) with the administration of the in-house purchase-to-pay process (P2P)
Procurement:
- Providing and supporting the CSA and wider Corporate Services Section with tendering and procurement processes for medium and large procurements
Financial Data Reporting:
- Providing support for financial data collation and analysis
Human Resources (35%)
Payroll:
- Calculations for salary administration including monthly salary payments
- Preparation of annual salary budget calculations and tables for reporting
HR Recruitment & Inquiries:
- Supporting the recruitment and induction of new staff
- Supporting Senior Management with local employment law enquiries as required
Learning and Development support:
- Supporting the L&D Committee in providing timely L&D approvals of training requests as budget manager.
Other HR-related tasks:
- Managing the Occupational Healthcare contract and other medical services
- Liaising with Occupational Healthcare on ad-hoc enquiries
- Supporting the issuing of Letters of Appointment, job certificates and other certificates as required
- Supporting the development, implementation and evaluating of HR policy documents and guidance
Deputising HOCS (15%)
- Point of contact for issues within ownership of Corporate Services team in absence of HoCS
- Financial approval for purchases or procurement
- Provide timely communication to relevant stakeholders
- Support in production of Corporate reports
- Acting as HOCS for internal and external contacts when required
- Ensuring the continuous service delivery of Corporate Service Team
Line Management (10%)
- Line Management for the Corporate Services Assistant and Driver-technical Assistant
- Identifying direct reports’ learning and development requirements
- Providing support for CSA and Driver to undertake their duties as necessary
Administrative (5%)
- Other ad-hoc admin tasks as required
- Degree or higher in a related field
- Excellent written and oral communication skills in English and Finnish
- 3+ years of experience in a related field
- Previous HR Admin experience
- Finnish Labour Law knowledge
- Strong knowledge of payroll administration
- Strong analytical, planning, time management, and organizational skills
- Excellent interpersonal skills and customer service experience
- Multi-tasking, self-motivated and able to work as a part of a team and independently
- Proficiency in Microsoft Office especially Excel
- Proactive and flexible with a “Can do attitude”
- Previous budget and financial forecasting experience
- Highly detail-oriented with ability to manage large volumes of data
This is a fixed term contract of 36.25 hours per week. Working hours are Monday – Friday (9.00- 16.45).
The appointment is subject to professional background check, security clearance and the successful completion of a probationary period.
Staff recruited locally by the British Embassy in Finland are subject to Terms and Conditions of Service according to local Finnish employment law and FCDO guidance for Country Based Staff.
Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Finland and be prepared to ensure that right remains throughout the scope of the contract.
Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.
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.
The British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.
*Please refer to the “Common European Framework of Reference for Languages”. We are looking for a C1 level or equivalent. For more information, please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.
This opportunity is closed to applications.