View Vacancy – Corporate Services Officer

Main purpose of job:

The Corporate Services (CS) Team is responsible for the day to day running of the administration of the British Embassy in Santo Domingo and, remotely, the British Embassy in Port au Prince.

We are looking for an experienced professional to join our team, who will bring enthusiasm to the role and be a consummate team player. The Corporate Services Officer (CSO-Estates) is a key member of the CS team, and reports directly to the Corporate Services Manager (CSM) delivering on a wide range of issues including:  

• Managing the Embassy’s estate, including the Estate budget, and ensuring compliance with FCDO Health and Safety and COVID social-distancing requirements.
• Supporting the Post Security Officer to implement Embassy security, including managing the day-to-day relationship with security and guarding companies and suppliers.
• Procurement, including processing requisitions
• Other corporate services tasks.

The CSO will work with the CSM and the Post Security Officer on the implementation of existing procurement corporate policies, estate and security policies, ensuring the mission complies with FCDO Security and Health & Safety Policies.

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, all of which enhances our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

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

Estates / Security:

• Responsible for running the Embassy’s estate, including both the office building and residential properties: ensuring appropriate COVID social distancing and safety measures are implemented. Ensuring compliance with FCDO Health and Safety and fire regulations, overseeing estates projects (such as the letting of new properties), liaising with suppliers to ensure high-quality work and good value for money. Ensuring maintenance is up-to-date and other tasks as required.
• Day-to-day management of health and safety, estates and security risks, monitoring and reporting on risk management and escalating appropriately to the CSM and Post Security Officer.
• Oversee procurement to obtain value-for-money security services and equipment.
• Ensure implementation of expert recommendations at all properties.
• Ensure office and residential property inventories are up to date.
  • Manage the day-to-day relationship with security and guarding companies, ensuring a high quality of service and monitoring that they comply with contractual key performance indicators and standing orders.
  • Liaise with Dominican National Police Dignitary Protection Services

Procurement:

• Lead on procurement (maintenance services, general office supplies, residential equipment) obtaining VFM quotes in line with procurement guidance.
• Process requisitions for suppliers.
• Work with the CSM on preparation of an accurately profiled budget for estates and security expenditure.
• Responsible for maintaining and updating a database of suppliers.

Other Tasks:

• Work with the CS Team on relocation services for UK Diplomatic staff, processing of diplomatic staff accreditation, arrivals, departures, freight and luggage transfers, customs clearance, etc.
• Support for Embassy projects and events as required
• Other tasks as required by the CSM and Management Team

Throughout all areas of their role, the jobholder will need to be able to work independently under the supervision of the CSM, making recommendations to the CSM and Deputy Head of Mission and problem solving across a complex portfolio of work.

Resources managed (staff and expenditure):

• 1 cashbox DOP
• 2 corporate credit cards (local purchases and travel)

• Someone who can step into the position and quickly deliver results based on prior experience

• A University or technical college degree in a relevant area, such as health and safety, engineering

• Substantial relevant professional experience and evidence of a clear interest in and understanding of Estates, Health and Safety and/or Security work

• Evidence of strong organisational and time management skills, with excellent attention to detail

• The dedication and flexibility to support the Corporate Services Team deliver a wide range of work to a high standard

• Ability to manage several urgent tasks at the same time, prioritising and meeting deadlines

• The ability to develop, implement and evaluate a work plan, with measurable objectives of success

• Strong communication skills and a commitment to customer service

• Confidence using Microsoft Office 2016

• Level of language required: Fluent English and Spanish, covering reading, writing, speaking and listening