View Vacancy – Corporate Services Officer

Main purpose of job:

The British Consulate-General in Toronto seeks a Corporate Services Officer to join the Canada Network (CANET) Corporate Services Team. The CANET Corporate Services Team provides a wide range of services to both UK Based and Country Based Staff while supporting all sections within the Consulate General.  It is responsible for the efficient running of the Post and provides all the support services needed for its day-to-day operation.

The Corporate Services Officer (CSO) duties include Estates Management, Security, IT, Procurement and Contracts Management. As part of a global team, the jobholder will be responsible for day to day corporate services tasks at Post working under the direction of the functional leads based in Ottawa and in co-operation with the Consul General and Deputy Consul General in Toronto. The CSO will deliver post compliance with corporate services policies and procedures and ensure that systems are in place that meet audit requirements.

The job holder reports directly to the Canada Network Estates Manager in Ottawa and Deputy Consul General in Toronto.

Roles and responsibilities / the jobholder be expected to achieve:

Estates & Security

• Estates Management – Manages the procurement of contractors for the maintenance of properties, equipment and furnishings, monitoring conditions and arranging for procurement, disposal, and reallocation in accordance with FCDO policies.  Updates FCDO property database (PYRAMID) and other information systems. Manages small scale maintenance projects at all properties, including works scheduling, contractor supervision, and quality control.  Leads projects to improve the consulate’s physical working environment.
• Health, & Safety – Act as Post Health & Safety Co-ordinator. Ensures FCDO health & safety policy, procedures, and systems of work are understood, implemented, supported, and monitored at the business office and residential properties at Post in order that audit requirements can be met.  Organize Health & Safety training for staff at post as required.
• Security & Logistics – Act as Deputy Post Security Officer liaising with local authorities and building management to ensure the safety and security of staff and assets.  Supports a well-managed security environment at Post by working with staff to ensure that physical and information security procedures are understood and in compliance, escalating concerns or gaps in security to the Post Security Officer. Ensures official vehicle is maintained, utilized and disposed of in accordance with FCDO guidance. Processes outbound and inbound diplomatic bags.
• IT Systems – Supports the ICT Canada Network Manager by assuming day-to-day responsibility for FCDO IT systems management at Post.  Co-ordinates equipment maintenance and fault resolution of FCDO and standalone IT systems as directed. Maintains IT inventory and trains new staff on FCDO IT systems.
• Procurement and Contract Management – Administers FCDO purchase order requisitioning, receiving, supplier maintenance and contract management in accordance with FCDO guidance. Reconciles monthly government procurement card expenditure. Updates monthly activity recording in central database.

 Office Administration

• Act as first point of contact for UK government partners on the Consulate’s platform, resolving issues in line with One HMG MOU. 
• Acts as secretariat for the Post Management Committee meetings and assists with implementing actions.
• Work alongside the Consulate’s senior management and consular team to deliver well-functioning crisis planning. Contributes updates to Canada crisis management plan (CMP) as directed while maintaining up-to-date contact information for all staff. In the event of a crisis, takes on the role outlined in the CMP. Participates in post crisis exercises.
• Miscellaneous duties to support the Consulate as directed.

• Project management qualifications or equivalent experience. Close attention to detail and excellent organizational skills;
• Ability to prioritize effectively in the midst of conflicting priorities and competing demands;
• Ability to professionally interact with senior management, both within and outside the Consulate-General;
• Strong communications and interpersonal skills to work closely with a range of teams and stakeholders, many virtually;
• Must have the legal status to live and work in Canada.