View Vacancy - Corporate Services Administrator (Protocol and Estates Management)

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Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Corporate Services Support

Main purpose of job:


The Corporate Services Administrator (CSA-Protocol and Estates Management-) is a key position providing a range of first-level of first-level, high quality support via administrative services within the Embassy, particularly related to   procurement, protocol, 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 operations for all departments of Her Majesty’s Government (HMG) in Havana.

 

Roles and responsibilities :

 

This role will provide administrative/clerical support within the Corporate Services Team (CST) and to all internal customers in other HMG teams. The CSA will also work closely with external contacts in MINREX, other Cuban Ministries and departments, and various service providers such as hotels. The main tasks the jobholder will be involved in are listed below. The CST follows corporate policy and audit requirements.

 

Administration/Protocol


-        Liaise with MINREX for visas for all official visitors to Cuba.


-        Prepare first drafts of the Note Verbale between Embassy and MINREX on administrative and CS issues, e.g. franquicias.


-        Translating CS correspondence and information for internal and external use.


-        Administrative/clerical support to the CST on planning annual public holidays of the Embassy


-        Cover for the Deputy IT Officer (DITSO) on routine IT tasks when is needed.


-        Attend incoming calls from Embassy switchboard and link to the correspondent section or provide an answer to the customer.


-        Monitor Embassy official email acount on a regular basis.


-        Liaise with official HMG visitors and new diplomats on preparations for arrival in 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


-        Perform requisitions and purchase orders according to FCDO guidances.


-        Administrative/clerical support to procure goods and services in line with Embassy policy to achieve value for money


-        Manage Stationary and Cleaners store inventories.

 

Estate/Property Management


-        Provide first-level support on planning and management of a rolling replacement programme of furniture and fittings for the residential properties as well as the float asset for residential properties.


-        Support preparation of properties and checking of inventories when UK diplomats are leaving and arriving.


-       Provide basic administrative/clerical support to the CSA in planning and managing the fumigation contract for Embassy properties


-       Monitor and prepare simple reports on electricity and water consumption in all Embassy properties.


-       Supervise and plan cleaning of Embassy/HMG offices.


-       Support the Residence Manager with special events or absences.


Team work


-        Cover for absence of the CSA and the DITSO as needed, and support the Residence Manager.


-        Crisis preparedness and response role


Line management


This position will be the Line Manager of the two cleaners in the Embassy

 

Resources managed (staff and expenditure):

 

This role will be managing the following resources with oversight and supervision from the CSA/CSO:

 

Stationary Budget: £3-5K (annual)

 

Cleaning products stores



Cash Imprest

 

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.

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.
  • Registered with PALCO Empleadora

18 March 2021
Administrative Assistant (AA)
Full-time, Permanent
38
Latin America and Spanish speaking Caribbean
Cuba
Havana
British Embassy
1
12 July 2021
Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.

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 MONTH, 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 provides a range of services to support the operatios of the Embassy and departments of HMG in Havana, such as : 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 would, in non-COVID times, 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.

 

Since April 2020, all Embassy teams have been working remotely most of the time. The Embassy will provide the devices needed for this.

 

The shortlisted candidates will be invited for interview and may be invited to complete an aptitude test based on the requirements of the role.


The employment is subject to an Embassy security review and confirmation of enrolment with PALCO Empleadora (which the Embassy will request if the successful candidate has not worked with PALCO before).



Language requirements:

Language: English and Spanish

Level of language required: Fluency in both


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.