Corporate Services Coordinator is needed at the British Embassy, Santiago

Are you an experienced manager, an innovative, energetic, self-starter? Do you thrive on challenge, have the drive and resilience to see a job through, and set and observe high standards of customer service?

If so, we are looking for a Corporate Services Coordinator to join our busy and dynamic Corporate Services Team at a time of rapid change.  The successful candidate will be responsible for ensuring the team deliver effective management, finance, procurement, human resources and estate services to the whole Embassy.

Background  

The British Embassy in Santiago is part of a world-wide network of 230 Posts, representing British political, economic and consular interests overseas. Our office in El Bosque Norte 0125 has 42 staff.  

The Corporate Services Coordinator will report directly to the Deputy Head of Mission/HM Ambassador, and will serve as a key member of the Embassy senior management team and work with policy makers in London to implement new initiatives.

Main Duties and Responsibilities

Leadership and Management:

• Ensure overall efficient and effective operation of corporate services work.
• Support the Embassy’s change agenda in order to modernise working practices; support staff during major periods of change. 
• Continuously review business policies and processes to identify new and more imaginative ways of working and deliver a more effective, efficient and professional operation.
• Provide direction and motivation to the team to deliver a high level service to all customers and stakeholders.
• Participate in and provide input into internal committees focused on policy development and wider organizational issues – both with local colleagues as well as counterparts in London.
• Liaise with locally-employed staff association, as appropriate
• Line manage a 3 staff directly in the Corporate Services Team, specifically the [Head of Finance, Systems Administrator and Corporate Services Officer, as well as countersigning for a further 20 staff.

Finance:

• Manage the Embassy’s budget in accordance with corporate policies to ensure on-budget expenditure and value for money.
• Prepare monthly, annual and ad hoc reports to senior managers on budget management, including budget projections and spending to date.
• Oversee accounts to ensure proper financial controls are in place and being followed.
• Ensure devolved budget holders actively manage their budgets.
• Coordinate requests for additional budget funds or refund of surplus funds to/from London central Finance team.
• Review and authorize expenditures.
• Coordinate accounting and finance services to the Partners Across Government as required (e.g. UK Ministry of Defence, Department for International Development, etc.).
• Manage the end of month account procedures.

Procurement:  

• Implement existing corporate policies and best practices on Procurement, ensuring maximum value for money.
• Oversee management of external contracts with local suppliers and vendors as necessary.

Human Resources:  

• Oversee terms and conditions of service for locally-employed staff and ensure compliance with local labour law.
• Drive improvements to the Human Resources policies and processes for the Embassy as necessary.
• Provide expertise on recruitment, compensation, and performance pay processes as needed; review and authorise local employment offers.
• Oversee the training needs of the Embassy with the Training Liaison Officer.
• Coordinate reminders for mid-term reviews and appraisals.
• Provide guidance on sensitive staff matters for both diplomatic and locally employed staff, including management issues and dispute resolution.  
• Ensure locally-employed staff pay scales and performance related pay increases are reviewed regularly and fairly.  Ensure expenditure on pay remains within budget allocation.
• Oversee and keep under review recruitment and induction procedures.

Estates:

• Oversee estate management, ensuring the office, residential properties and official vehicles are fully operational as required, underpinned by an on-going proactive maintenance schedule and value for money.
• Ensure full compliance with corporate procedures, including local and UK health and safety regulations and policies.  
• Ensure environmental/sustainability methodologies are integrated into the Embassy.  
• Oversee liaison with co-occupants of the Embassy building.

Security:

• In conjunction with Post Security Officer, Regional Security Manager and Head of Security, ensure security of buildings, staff and information.
• Ensure adequate security process in place for out-of-hours coverage.

Other tasks:

• Lead the transition during the upgrade of IT systems at Post.  Oversee the proper functioning of new IT systems.
• Other duties as assigned.
• Oversee and ensure smooth arrival and departure of diplomatic staff.

Skills Required:

• Excellent interpersonal and communication skills with a strong customer focus
• Ability to work with contacts and colleagues at all levels
• Personal drive and the ability to be a self-starter as well as a team player
• Strong organizational, analytical and time management skills, with very good attention to detail
• Flexible, resilient under pressure and decisive with a proven track record of delivering results to a high standard within tight deadlines.
• Ability to travel occasionally within the region or internationally as needed (approximately 5-10% of the time)
• Willingness to work additional hours as necessary.

Minimum Qualifications:

• A college/university level degree in Business Management or equivalent experience is preferred;
• At least 5 years of management or administrative experience in a managerial capacity.  At least 2-4 years experience managing staff;
• Background in accounting, finance, budgets, human resources or estates preferred;
• Fluent in English, orally and in writing, required; additional fluency in Spanish required;
• Strong IT computer skills using Microsoft Word, Excel, PowerPoint, Office, Internet and MS Project; experience with Oracle systems and databases preferred

The British Embassy offers a competitive remuneration package, including salary, benefits, a leave entitlement and training package. Specific training and mentoring for the role will be provided for the successful candidate. This may include training in London and the region. The successful candidate is expected to commence employment on 1 February 2010.

The successful candidate will be subject to confirmation of a background and security clearance. You must have pre-existing work authorisation for Chile in order to apply.  

Applications

All applications, including salary expectations, should be sent to acruzat@grafton.cl

Any job offer will be subject to employment and reference checks.

The British Embassy in Santiago is committed to creating and sustaining a culture that values and actively supports and promotes diversity.