View Vacancy - Corporate Services Assistant A2 (05/18 KPL)
Main purpose of job:
The Corporate Services Assistant based in the Corporate Services Team will be responsible and accountable for delivering diligent administrative support services to enhance customer satisfaction specifically in Protocol, Procurement, Reception and visitor handling services.
Roles and responsibilities / what will the jobholder be expected to achieve:
Protocol – 50%
Support UK-based staff: accreditation with the MFA of UK based staff and families to include processing of work permits, dependant’s pass, diplomatic IDs etc. and arranging visas for travel in a timely manner.
Logistical support: arrange customs clearance and delivery (incoming and outgoing) of personal effects of UK based staff including unaccompanied airfreight and heavy baggage and all other official consignments for Embassy use expeditiously.
Arrange customs clearance, registration, deregistration, and shipments of the Embassy official vehicles and UK based staff private cars. Assisting with the sale and purchase arrangements for both official and private vehicles.
Procurement – 30%
Use a Government Purchase Card (GPC) to purchase various good and services for Post for purchases of £1,500 and under.
Carry out market survey as required by budget holders to update and keep current the Mission agreed supplier list to reduce bureaucracy and delays in procurements.
Raise requisitions with PRISM and submit to CSM for approvals
Support budget holders to develop scopes and TORs for procurement and contracts.
Schedule and arrange technical review panels as required for tenders and contracts; and support contract manager to file and keep up-to-date contract management files for contracts.
Carry out store inventory and on spot checks as requested by CSM.
Administrative Support – 20%
Serve as relief and alternate BHC receptionist, receiving calls and directing visitors. Receiving and sorting mail including diplomatic mail.
Manage stationery and IT consumables stores. Maintain up-to-date stores records and records of issuances. Notify IT Manager when reorder levels have been reached.
Arrange hotel and airport pickups for staff and visitors including new UK based arrivals coming to post. Liaise as necessary with airlines and travel management contractor as necessary to make airline reservations for staff and visitors.
- Diploma/Degree in Business Administration, Public Administration, Procurement, Logistics or similar discipline.
- Experience in delivering Administrative, Protocol and Procurement services
- Strong interpersonal and oral communication skills
- Strong customer skills
- Good organisational skills
- Good writing skills
25 days paid annual leave per calendar year. The leave entitlements will be granted for each calendar year of service. Leave will be calculated proportionately for any period of service of less than one calendar year.
In addition to annual leave entitlements, certain Ugandan and British public and religious holidays are observed by the British High Commission.
Family or compassionate leave will be granted on the following occasions:
- Paternity leave – 5 days
- Death of spouse/partner, child, legally adopted child, parent, parent in law – 6 days on any one occasion
Learning and development opportunities (and any specific training courses to be completed):
- Procurements and Contracting
- Please complete the application form in full. Failure to do so may result in a determination that you do not meet the requirements for the position.
- Employees recruited locally by the British High Commission in Kampala are subject to the Terms and Conditions of Service according to local employment law in Uganda.
- All applicants must be legally able to work in the country of application with the correct visa/status or work permit.
- Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
- Reference and security clearances checks will be conducted.
- Any questions you may have about this position will be answered during the interview, should you be invited.
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework
- Successful candidates not resident in Uganda will be personally liable for costs and arrangements to relocate, including accommodation and work permits.
- Check your application and attachments before you submit your application, as you will not be able to make any changes once submitted.
- The British High Commission will never ask you to pay a fee or money to apply for a position.
- Please log into your profile on the application system on a regular basis to review the status of your application.
This opportunity is closed to applications.