View Vacancy – HON – Corporate Services Manager, B3 (L)

Main purpose of job:

The Corporate Services Manager (CSM) will manage the corporate services team in the British High Commission; leading an efficient, cost effective and professional team to deliver all corporate services.

The CSM will ensure that the functioning and management of the corporate services team is robust and compliant in the areas of finance, HR, estates, security and other associated administrative tasks. The position requires a practical, hands-on approach to ensure the function and processes are efficient, smooth-running and represent good value for money.

As the driving force for corporate delivery, the jobholder will support the senior leadership team and management board providing corporate, financial and local insight to inform decision making.

This role will lead and develop a team of 4 corporate service staff.

The CSM will also be expected to support other colleagues in the High Commission as necessary and to participate in Post crisis activity.

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

Finance and Procurement (50%): As a finance officer ensure that The High Commission complies with all FCDO finance guidance and follows all policies and best practices. Manage budget effectively, to ensure that Embassy wide approach to Value For Money is delivered to achieve full spend by end of Financial Year. To be responsible for local budget maintenance and ensure that accurate budget profiling and forecast are promoted on Hyperion and full spend is met throughout the financial year. Report monthly expenditure to all budget holders. Responsible for banking, liaise with Payroll hub colleagues on maintenance of Staff Payroll, tax and insurances payments and ensure that payments are submitted to local authorities on time. To be the main contact at Post with colleagues in our Global Transaction Processing Centre (GTPC) and Corporate Service Centre (CSC) Manila regarding payments to suppliers.

To ensure that all staff who procure officially follow the correct procurement procedures, including on our Prism accounts management system. Creating new Suppliers on our procurement system. Submit and approve monthly payroll information to our payment Hub. Provide notice to GTPC for receipts other than Consular and Visa (sponsorship income, receipts from other sources)

To supervise the cash box, ensuring that all rules are followed regarding its use, working to reduce cash payments to suppliers over time.

Expand the use of Government Procurement Card (GPC) for purchasing low value goods and services (£1500 or less) ensuring cmpliance with the FCO GPC Policy. Ensure that all spend on GPC is accounted for within approved period.

Estate Manager (25%): Work with the Corporate Service Officer – CSO (who manages the estate on a day-to-day basis) to ensure the well managed and fit for purpose estate is in place and meet all standard requirement of work and living environment. To ensure that Post Health and Safety (H&S) Policy is followed and Post complies with H&S guidance and regulations. Regularly update estates data on Pyramid database. Work with CSO to ensure all maintenance, repairs and refurbishment work plans are up to date and that all contracted estate projects are progressing as planned. With procurement colleagues in Manila, manage the security guard contract.

Staff Management (10%): To line manage the Corporate Service Officer (A2), the Driver/Handyman (S1), the Residence Manager (s2) and the gardener/driver (S2) efficiently, ensuring regular feedback on their performance and conducting mid-term reviews and annual appraisals on time. Assist staff with their training and with learning and developing.

HR Administrator (10%): Manage HR function at Post including monitoring/approving annual and sick leave and managing vacancies. Coordinate and arrange interviews and clearances for candidates and provide induction pack for new employees. Update/revise employee records for all LE staff on PRISM; correct/terminate existing employee records; As Staff Survey Coordinator at Post, organise and translate annual Staff Survey for Post.

Other (5%): Including Post crisis planning.

Resources managed (staff and expenditure): Line Manager for 4 x staff. Responsible for local budget of approx. SBD 400,000.

• Budget management skills/experience
• Fluent in English
• Strong IT skills especially Microsoft Outlook, Excel and Word