View Vacancy – Corporate Services Officer (HR, Estates and Protocol)- (SVK20.421)

Due to the impact of COVID-19 on our business processes you may experience some delay in the progress of this recruitment campaign. We are working hard to minimise any disruption.

The British Embassy in Bratislava is part of a world-wide network representing the British Government’s political, economic and consular interests overseas.

The British Embassy is looking to recruit a Corporate Services Officer (Human Resources, Estates and Protocol).

The successful candidate will:

• manage human resource services, including induction, exit and contract processes; appraisal, performance management & bonus processes; and promote learning & development;   
• provide protocol services, liaising with Slovak authorities to help diplomatic staff and families apply for diplomatic ID cards, visas and other official documentation; work with the Community Liaison Officer (CLO) and Corporate Services Team to ensure the efficient arrival and departure of posted diplomatic staff;  
• act as secretary to Post Management Committee chaired by the Deputy Head of Mission, arranging meetings and circulating the agenda, minutes and action points; promote the health & safety of the Embassy by ensuring risk assessments and mandatory training is carried on schedule, and working with the Deputy Head of Mission to ensure all compliance activities are completed and certified as part of the annual ACCA process;
• maintain such Embassy and Residence estates work that falls outside the Facilities Management contract; manage the Embassy’s drivers and transport;

This position is based in the British Embassy’s Corporate Services Team and reports to the Corporate Services Manager. The job holder works with the regional HR Hub in Lisbon (on HR); International Academy Regional Team (on Learning & Development); the Slovak Ministry of Foreign & European Affairs and Community Liaison Officer (on protocol); Interserve Facilities Management, Estates Operations and the Technical Works Officer (on estates).       

Human Resource

• Ensure Local Staff Terms and Conditions of Service (TACOS) are compliant with Slovak employment law.  Ensure global local staff policy is followed (including global minimum standards);
• Maintain and coordinate induction and exit processes and documentation for Local Staff, ensuring they are up to date and relevant; 
• Maintain the Local Staff Charter; encourage Local Staff engagement in the corporate life of the FCDO and British Embassy; promote an inclusive and supportive working environment in line with FCDO values and culture; work with HR Hub, CSM and Embassy senior leadership on bullying, harassment and discrimination issues;
• Ensure HR record keeping is accurate, up to date and compliant with FCDO information keeping and GDPR requirements; ensure HR returns are completed and submitted on time; maintain staff telephone list, Embassy organogram and Global Expenditure Guide;
• Oversee appraisal and performance management processes for Local Staff, including appraisal moderation process; 

Learning and Development (L&D)

• Act as secretary to the Embassy L&D committee to support delivery of the Embassy’s learning and development strategy, and advising on available L&D opportunities, best practice and tools;
• Coordinate bids to and manage the L&D budget, ensuring impactful learning and value for money.

 Protocol

• Ensure the smooth arrival and departure of posted diplomatic staff and families by owning and updating the Arrival/Departure pack; work with CLO to ensure up to date information on housing policy, education, health, recreation, leisure, shopping, driving, living in Slovakia and other relevant issues;
• Process applications for official documentation for posted diplomatic staff and their families, including ID cards, visas/residence permits, car registration; 
• Complete import and export processes for diplomatic staff, e.g. heavy baggage, airfreight and cars; get customs clearance for diplomatic bags, shipments, including airport access;
• Build relationships with external contacts e.g. MFEA to ensure up to date understanding of local requirements and local administration; provide updates on protocol issues; 

Estates

• Coordinate non Interserve Facilities Management (ISFM) estates work at post, ensuring work is planned, documented and delivered in line with FCDO best practice.
• Act as liaison point with ISFM, coordinating and recording the monthly Post Management/ISFM operational and oversight meetings; ensure estates data is maintained and verified monthly; 
• During COVID-19, work with ISFM to ensure the Residence, Embassy and staff residential properties are safe and healthy place to work, ensuring COVID-19 protocols and working practices in line with ESD (EO) guidance are in place, and PPE is provided as necessary; 
• Ensure posted diplomatic staff are provided with safe and comfortable accommodation in line with the FCDO Housing Policy;
• Work with the Deputy Head of Mission and Corporate Services Manager to effectively manage health & safety, ensuring compliance with FCDO and local legislation (e.g, as part of the annual ACCA process).  

Team Support

• Provide leave cover for the Corporate Services Manager and CSO (Finance); 
• Back up Emergency Travel Documents issuer in the absence of the Pro-Consul;
• Take on a Whole of Embassy crisis role;

• Full professional proficiency in Slovak and English, including excellent writing skills ( C1 Level)*

• Prior Human Resource experience;
• Good people skills and ability to work comfortably with and influence senior leaders;   
• Self-starter, able to work without close supervision who also has good team working skills, able to build useful relationships across the Embassy, FCDO network and external contacts;  
• Familiarity with health & safety compliance requirements.