The jobholder will support the day-to-day running of the Embassy’s Corporate Services function by carrying out routine administrative and clerical tasks across finance, procurement, administration, and IT. The role requires good organisational skills, attention to detail, and the ability to follow established procedures and guidance.

1. Finance and Procurement Support (40%)

•  Act as the Post’s lead requisitioner and receiver, raise purchase requests and goods receipts in line with standard procedures and guidance.
•  Support the setup and update of supplier records, ensuring required documentation is complete.
•  Maintain procurement records and files, ensuring information is accurate and up to date.
• Track contract dates and flag upcoming expiries to the line manager.
•   Use the Global Procurement Card (GPC) for routine purchases and maintain records for reconciliation.
• Upload invoices to the required systems and support payment processing as instructed.
•   Assist with VAT submissions and filing documentation following established processes.
•   Store financial documentation on teams in line with record-keeping requirements

 2. Administrative and Operational Support (20%)

• Support the management of the inventory budget, including tracking expenditure and assisting with forecasting requirements
•  Oversee the management and replenishment of cleaning supplies, ensuring availability and proper stock control.
•  Manage transit flat arrangements, ensuring readiness and coordination for incoming and outgoing staff as required.
• Provide general administrative support to teams, including filing, document preparation, and record keeping.
• Provide support for reception duties, including management of the shared mailbox and ensuring all Embassy display boards are regularly updated with the latest information
• Monitor stationery levels and place orders when required.
•  Maintain simple stock records for office and cleaning supplies.
•  Assist with basic arrangements for the transit flat, including preparation for arrivals and departure

3. Protocol Support (5%)

• Assist with administrative tasks related to baggage shipments and customs documentation.
• Support preparation for official visits by completing routine logistical tasks.
•   Help organise bookings and schedules for visitors as instructed.
•  Process Letters of Invitation (LOIs) and Notes Verbale (NVs) using standard templates

4. IT Support 15%

• Update and maintain shared records and filing systems to ensure information is accurate.
• Provide user support across Microsoft 365 applications (e.g. Outlook, Teams, SharePoint, Word, Excel), ensuring effective use of collaboration tools.
• Support general office IT management functions, ensuring a well-organised and efficient working environment.
• Provide support on IT-related coordination issues, including liaison on official mobile phones, and basic administrative follow-up with suppliers.
• Promote good information management and digital practices across the Embassy.
• Assist in managing and maintaining IT budget records, including supporting expenditure tracking and contributing to forecasting activities.
• Manage and maintain the IT equipment inventory, ensuring accurate asset records and supporting periodic checks.

5.  Corporate Services and Compliance Support (10%)

• Maintain records to support compliance with corporate procedures including procurement, supplier management, and record-keeping.
• Support the management and oversight of contractors and suppliers, including coordination related to services and deliverables.
• Carry out routine requisition housekeeping, including updating, monitoring, and closing purchase orders (POs) in a timely and accurate manner.
• Contribute to internal reporting processes (e.g. COLA inputs, Post reporting as required).

6. Team Support and Crisis Response (10%)

•  Provide general support to colleagues as directed by the line manager.
• Assist with routine tasks during busy periods.
• Follow instructions during crisis response activities.
•  Contribute to a cooperative and supportive team environment.

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis affecting UK citizens. The job description may be reviewed to meet changes in business needs.

Resources managed (staff and expenditure)

•  Budget management for IT/Phone and Stationery