View Vacancy – Corporate Services Officer

Main purpose of job

The Corporate Services Department at The British High Commission is seeking to recruit a temporary Corporate Services Officer to carry out administrative functions with emphasis on protocol, transport related duties.  The ideal candidate should have 2-3 years’ experience working in and administrative or accounting role.  The candidate shall also liaise with other departments locally and overseas to effectively accomplish assigned responsibilities in accordance with guidelines and schedule.  

Roles and responsibilities

Protocol Administration:

Provide support to UK Based Staff on protocol matters ensuring smooth arrival and departure to and from Kingston.

·     Liaise with the Ministry of Foreign Affairs, Customs, Collectorates and other relevant authorities.

·     Arrange TRN/Work Permits/Accreditation

·     Manage Diplomatic IDs/Extensions/Heavy baggage/Unaccompanied Air Freight (UAF)

·     Preparation of Induction Packs for new arrivals

·     Manage process of departing officers

·     Manage purchase/sale of motor vehicles for UK Based Officers

·     Arrange for clearance of diplomatic shipments

Transport Administration:

·     Ensure effective management of the driving team with regular communication and use of performance processes

·     Monitor and offer training of drivers to achieve consistent delivery of BHC driving standards

·     Scheduling of duties for drivers; back up driver roster

·     Management of the official and private fleet – renewals/application of fitness, registration and insurance

·     Import, Export and Sale of Motor vehicles

·     Managing of Rubis account – payments, requesting new/replacement cards, queries with reduced fuel consumption per km travelled.

·     Overseeing usage of toll and keeping account up to date

Other Responsibilities:

·     Maintain efficient filing system to manage records (soft and hard copies) of area of responsibility

·     Supplier Creation, Purchase Orders, Requisition, Receipting of goods and services

·     Carry out procurement responsibilities in accordance with relevant guidelines

·     Liaise with CS Estates, Facilities and Maintenance Team and provide backup support as needed

·     Produce performance reports

·     Managing Transport, Travel and Stationery budgets

·       A recognised qualification to diploma/degree level or equivalent

·       2 -3 years’ work experience as an Accountant or Administrative Assistant

·       Excellent IT skills (particularly Microsoft Office applications);

·       Strong oral and written communication skills;

·       Proven ability to work in a team and follow supervisory directives

Job Holder will be required to:

·       Have knowledge of logistics, procurement, and accounting principles and practices and able to apply this on the job

·       Communicate effectively with customers (internal and external) and other stakeholder.

·       Utilizes other talents to provide backup for other Corporate Services Officers where necessary

Language requirements

Language: English

Level of language required:  Applicant must be fluent in written and spoken English

Must have the legal status to live and work in Jamaica.