View Vacancy - Deputy Head Corporate Services (04/20 KPL)

Due to COVID 19, you may experience some delay in the progress of this recruitment campaign.  We are working hard to minimize any disruption.

Main purpose of job:

The Deputy Head of Corporate Services supports the Head of Corporate Services in the delivery of the British High Commission’s overall Corporate Services strategy and is responsible for overseeing the operational delivery of a range of Corporate Services functions in line with best practice and standards and delivering value for money.  The role will take charge and provide oversight for a one stop customer database whose objective is to ensure high quality customer service in the delivery of all services by tracking and monitoring all work requests until resolution; lead BHC Human Resources work including learning and development; provide  line management for business critical teams (Protocol, HR and Transport); and provide financial management and budget oversight in the absence of the Head of Corporate Services.

Roles and responsibilities:

Management and Leadership

Deputising for Head of Corporate Services as required and undertaking the Head of Corporate Services role during periods of absence.

Ensure quality, value for money and compliance with UK government rules and regulations and annual audit (ACCA) requirements by supporting the development of checklists, SOPs, policies and guidance to strengthen internal controls and  enhance compliance.

Oversee the work of the Transport, Protocol and Human Resources teams, setting clear performance standards, providing direction and advice while maintaining a high level of customer satisfaction through regular engagement and standards. Accountable for line management for the Transport Officer, HR/Protocol Officer, Corporate Services Assistant and subordinates.

Ensure budget bids for HR, Transport and Protocol are effectively bid and spent while identifying cost savings. The role will also support other budget holders to develop effective budget bids.

Serve as contract manager for critical contracts related to Human Resources, Protocol and Transport e.g. for logistics companies, garages, fuel supply, training etc. Develop TORs with specific deliverables and evalauation criteria to ensure value for money in all contracts and purchases.

In the absence of the Head of Corporate Services review and approve financial transactions up to a limit of £40,000 including invoices for payment, approval of requisitions, supplier maintenance forms, contracts and purchase orders, budget forecasts and amendments. Liaise with financial manager at the FCO hub in Pretoria and GTPC Manila to address any queries, delays and anomalies.

Operational

In liaison with IT and Head of Corporate Services lead on implementation of a one stop customer help desk database in Kampala that will enable the tracking and monitoring of the delivery of all corporate services. Work with section heads and CST to identify and agree relevant  metrics and KPIs to adequately track performance. Review and revise metrics and KPIs as necessary to keep relevant.

Ensure effective implementation and monitoring of the Kampala Corporate Services Charter and Service Level Agreement (SLA) by tracking delivery timelines in the Customer help desk database and flagging gaps and delays in a timely manner to the Head of Corporate Services and other section heads to ensure timely resolution.

Review all work requests received in the customer help desk and ensure all requests have been assigned to the appropriate teams and officers in a timely manner. Issue monthly report highlighting status of all requests to inform team priorities and work plans.

Carry out analyses on work order requests and workloads to identify areas for improved efficiency; and provide data  to inform reports and business cases for additional resources to the One HMG Leadership Committee, hub and RMU.

Work with Head of Corporate Services to address feedback from staff survery and customer perception survey.

Support publishing of quarterly CS newsletter to enhance transparency in the work of the CST.

Human Resources

Lead on the development and implementation of HR policies and terms and conditions of service  with HR hub including recruitment and new staff orientation which keep our current staff base well trained, in an inclusive environment which also meets local and UK labout law requirements.

As L&D Champion for post you will partner with the RLDT and L&D Committee at Post in order to determine learning needs of post; and support the identification of appropriate learning resources

You will raise staff awareness of available learning opportunities on the intranet, GLO and work with the L&D committee to deliver formal and informal learning activities at Post.

Ensure all staff complete required mandatory training in a timely manner.

Resources managed (staff and expenditure):

Provide Line Management to 5 staff  

Budgets/Approval of about £40,000 

• Degree in Business Administration, Public Administration, Logistics and or similar discipline.
• Experience in the delivery of business advisory and corporate/administrative services in similar institutions.
• Be customer service oriented
• Strong organisational skills
• Strong interpersonal and oral communication skills
• Good IT skills in database management such as Excel, ACCESS
• Responsive to customer needs and able to treat others with respect and courtesy regardless of work pressures
• Able to work effectively and supportively with colleagues, both individually and in a team
• Able to act with discretion at all times