Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Corporate Services Support
Note: All applicants are required to mandatorily fill the complete online application form including the employment and educational details, motivational segment and the competency based questions. Incomplete applications will not be considered.
Please note that due to Covid-19 outbreak, the start date of employment mentioned in the advert is tentative, subject to normal business of British High Commission. All recruitment campaigns will remain open for applications, we will progress the recruitment process as swiftly as possible and continue to review all applications, monitor progress and developments. We will be in touch with you for the interviews/ should there be further updates on the application, however given the circumstances, kindly expect some delay in response and please reach out to [email protected] if you have any further questions.
Main purpose of job:
The main function of the role involves assisting the Corporate Services Manager to manage and oversee the back office functions of the Deputy High Commission. This includes responsibility for maintaining the office premises and residential accommodation; working closely with the HR Hub in Delhi on staffing issues, including recruitment; budget management of the Post, including liaising with the Global Transactions Processing Centre at Manila; substituting for the Corporate Services Manager during periods of leave/absence; and generally ensuring the smooth running of the Deputy High Commission and its two subordinate posts in Pune and Goa. The Role is challenging, diverse and the successful applicant will need to be a self-starter with the ability to think on their feet, problem-solve and make decisions quickly. He/she will also need to have previous experience of finance & facilities management and good command of MS Excel spreadsheets, demonstrate strong organisational and prioritisation skills; and be flexible to cope with changes as and when they occur. The ability to understand and comply with standard operating procedures and good management practice as set out by the Deputy High Commission is also key.
This role in the Corporate Services Team providing essential support to the Corporate Services Manager and ensuring the BDHC complies with important audit and management processes set by the Foreign Commonwealth and Development Office.
Supporting FCDO risk reduction by:
Finance related
- Assisting with the preparation and submission of the annual Medium Term Financial Plan of the Post to New Delhi.
- Working with the CSM and India Finance team to ensure sufficient resources are in place to deliver Business Plan objectives.
- Assisting the CSM to oversee the BDHC Mumbai budget, ensuring effective use of funds.
- Ensuring compliance with financial and procurement good practice and policy; ensure timely payment of invoices; and assume overall responsibility for the monthly financial compliance scores.
- Acting as the first point of contact for GTPC Manila to resolve issues.
- Assisting the CSM to ensure BDHC’s compliance with the rules on the use of corporate credit cards, Global procurement cards, purchase and requisition orders, and procurement policy.
HR related
- Act as the first point of contact for all HR related functions, including ensuring we meet best practice on recruitment and induction and resignation/retirement etc.
- Filing of all HR records.
- Act as the liaison point for Standard Chartered Bank in respect of opening CB staff salary accounts & UK based personal accounts and escalation of queries.
Estates related
- Liaise with leading Estate Agents to source leased properties for UK based officers’ residential accommodations that meet UK health and safety standards & Rental Policy norms and also to negotiate rentals, terms and conditions (with the approval of the Post Housing Committee).
- Find new Estates Agents for the Office and conduct due diligence checks before taking them on board in consultation with the Post Housing Committee.
- Prepare and circulate minutes of Post Housing Committee.
- Liaise and co-ordinate with legal advisors for preparation of lease deeds, their registration with Municipal authorities etc.
- Prepare LOI (Letter of Intent) for new leased accommodations and get it executed.
- Maintain good relationships with landlords of residential apartments to ensure peaceful stay for UK based staff.
- Assist Corporate Services Manager to implement recommendations / decisions by Post Housing Committee
- Manage and update details of owned / leased residential, GAC Assets and office properties through Pyramid software.
Others
- Assisting Corporate Services to implement any changes in process.
- Supervise the management of the stationary budget, orders and inventory by the Despatch Team.
- Act as liaison point for marker hotels, approved hospitals and Doctors, issue letters of contracts in this regard.
- Assist the CSM in all delegated works.
- Support the Protocol and Transport team to deliver high profile visit and act as back-up Protocol/Transport Officer.
- Manage two messengers, ensuring their workloads and commitments are prioritised properly.
- Act as the countersigning officer for the 7 drivers.
Resources managed:
Line Manage 3 and counter-sign 7
Language requirements:
Language: English and Hindi (knowledge of Marathi will be an added benefit)
Level of language required: To understand spoken English, Hindi and reciprocate.
Other skills / experience / qualifications:
Essential on arrival: At least 3 years experience in facilities & finance management in a multi-national environment. Excellent knowledge of MS Excel besides other MS software packages.
Experience with diplomatic missions in similar role will be an added advantage.
Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Demonstrating Resilience
22 August 2021
B3 (L)
Full-time, Permanent
40
South Asia & Afghanistan
India
Mumbai
British Deputy High Commission
1
INR 67,767 plus a 12% Provident Fund and 6% Superannuation fund per month.
1 October 2021
For British High Commission (BHC) candidates, the Local Staff BHC Terms & Conditions will apply.
For other than BHC candidates, salary will be INR 67,767 per month plus 12% provident fund and 6% Superannuation Fund.
Additionally the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with Rs 500,000 floater cover for your immediate family.
Please note – BHC does not deduct tax at source and employees are required to ensure that any requirements of local income-tax law are complied with in full. Employees who are not liable to pay local income tax on their Mission salary, eg. some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.
The BHC is recognised as a good employer, with a robust, fair and transparent performance management & appraisal system linked to increments and staff bonuses. We have a 5-days working week, plus annual leave, public holidays, maternity leave provision, special leave, paid sick leave provision; ample development opportunities, travel opportunities, a good organisational culture, and excellent work/life balance.
Around half of our work force is women. We treat people with respect and equality and have a policy of zero tolerance for any form of discrimination, bullying, or harassment.
This is a good opportunity to be part of a strong, diverse team, working in the biggest network that FCDO has anywhere across the globe. We are aiming to make it the best.
To Apply:
Please note applications without (a) and (b) will not be considered.
a) Complete the Online Application Form
b) Complete the motivation segment in the Online Application Form and the competency questions.
Internal candidates applying for this position need to upload the appraisal forms for the previous 2 years (if applicable). They should also inform their current line managers, else the application will not be considered.
We will accept only online applications by ”22nd August 2021” midnight (IST).
Please note that all the applicants will be required to strictly adhere to the security guidelines for British High Commission.
Please Note :
- Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered.
- Only shortlisted candidates will be contacted and no telephone enquires will be dealt with.
- The appointment will be subject to Police Verification and other checks including references, educational and professional.
We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly.
To help us track our recruitment effort, please indicate on the application form /in your cover letter where (ngotenders.net) you saw this job posting.