View Vacancy - HK - Corporate Services Officer A2(L)

Main purpose of job:

This is a varied and interesting part-time job role providing support to the Head of Corporate Services and the rest of the Corporate Services Team.

The role requires flexibility, self-motivation and a strong ability to network with external contacts and the wider staff within the British Consulate-General.

The successful job holder will be responsible for a number of key deliverables including providing a quality service to UK based staff’s arrival and departure in line with FCO’s protocol, ensuring the Chinese Ministry of Foreign Affairs and HK Immigration requirements are met. Act as primary contact for tender processes with potential marker hotels and build solid working relationships with key suppliers for the preferred hotel and airline contracts for the British Consulate-General. Support the delivery of key FCO objectives including learning and development opportunities. Promote wellbeing, diversity and inclusion and assist the Head of Corporate Services in delivery of the FCO’s diplomacy 20-20 directives within the British Consulate-General.

This is an excellent opportunity to be part of the British Consulate-General, developing core skills in competences such as collaborating and partnering, managing a quality service and making effective decisions.

Roles and responsibilities / what will the jobholder be expected to achieve?:

Travel and Movements 

• Provide clear guidance and support to UK based staff arriving or departing from the Post. Including advice on visa formalities and passport endorsement processes with the Chinese Ministry of Foreign Affairs (MFA).
• Ensure correct instructions are provided to DHL/Pickford to complete unaccompanied airfreight and heavy baggage formalities for UK based staff, and providing a liaison point in the event of queries.
• Drafting and issuing appropriate correspondence regarding residency and passport information as required.
• Drive forward the annual tendering exercise for marker hotel and preferred airline contracts in collaboration with the British council and ensure that sufficient information is presented to staff within the Consulate, both before and after the contracts are awarded.
• Update the Geographic Expenditure Guide as required and share information with relevant teams within the Consulate.

Procurement

• Work closely with the Community Liaison Officer to facilitate the payment of school fees and other school formalities for UK based staff arriving at Post with family.
• Using the in house procurement system to ensure compliance with the purchase to pay process, by inputting requisition information.

Learning and Development

• Support the Learning and Development Champion to arrange appropriate learning sessions within the Consulate, Help to co-ordinate meetings and arrange induction training for new starters in line with BCG directives.
• Identifying and arranging Diplomatic Academy training workshops as required.

Head of Corporate Services Support

• Provide administrative support to the Head of Corporate Services, including assisting with a number of key initiatives throughout the year including welfare activities and directives in line with the Foreign and Commonwealth’s diplomacy 20:20 objectives.
• Provide administrative support to ensure the smooth running of the residence and additional support to the CG’s office on an ad-hoc basis.

This position is open to Hong Kong citizens, permanent residents, and partners/dependents of UK-based diplomatic staff currently posted in Hong Kong. Employment offers are subject to successful clearance of pre-employment checks. No accommodation or relocation expenses are payable in connection with this position. Candidates must have or be able to obtain work authorisation for Hong Kong in order to apply.

• Must be proficient in Microsoft office applications and have strong communication skills with a desire to learn.
• Fluent in English written and verbal skills