Corporate Services Administrative Services Officer

Job Description

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing 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 identity, 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.

Job Category: Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory: Protocol, Visits and Events

Main purpose of job:

The Corporate Services department is at the core of the British Embassy’s operations. The Administrative Services Officer plays a crucial part in a dynamic team by being the local key person for a variety of functions as well as the supporting the Team as a whole.

The role of Administrative Services Officer is a challenging and rewarding position. It requires a motivated individual with an eye for detail, someone who is proactive and happy to learn on the job. Relationship building, ability to see the bigger picture and problem solve will be key to success in this role. This exciting position will expose the individual to a wide variety of areas within the operations arena.

Roles and responsibilities

• Supports Corporate Services operations by planning, organising and implementing administrative systems.
• Administrative Services Officer Job Duties: Completes and assists on delegated projects by organising and coordinating information and requirements; planning and arranging; monitoring results.
• Improves service quality by devising new applications; updating procedures; evaluating system results with users and ensuring all necessary legal and protocol measures are met.
• Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analysing variances.
• Provides administrative support and historical reference by developing and utilising filing and retrieval systems.
• Contributes to team and mission effort by carrying out corporate duties in order to meet objectives
• Provides support to the Corporate Services Manager and Corporate Services Officer in order to maintain a high standard of delivery for the department
• Manages office stationery supplies and budget
• Manages medical aid service provision and be the main point of contact at the Embassy

Protocol Duties:

• Manages and leads all Protocol matters.
• Initiates the accreditation process and importations clearance process and manages these to completion
• Ensures that all UK staff have the correct, valid accreditation at all times
• Tracks shipping of UK staff personal effects and pets and Embassy items being imported
• Assists with all exportation documents
• Ensures all communication with the Ministry of Foreign Affairs is of a high standard, clearly informative and submitted in a timely manner
• Develops relations with the MFA to ensure there is a clear point of contact at the British Embassy

Health and Safety

• Leads on all work place and events health and safety requirements
• Develops a sound knowledge of the UK H&S requirements and holds staff to account in implementing these standards
• Ensures that the workplace is up to date and in line with UK H&S requirements
• Leads on the management of the H&S portal
• Leads on the coordination of H&S training in conjunction with the Learning and Development Committee
• Coordinates the H&S committee and hold all members to account in the delivery of their duties

Essential qualifications, skills and experience

• Experience in import/export,
• Experience of engaging with local authorities,
• Evidence of excellent customer service and communications,
• Ability to manage multiple projects simultaneously,
• Evidence of ability to build strong relationships

Required behaviours

• Seeing the Big Picture,
• Making Effective Decisions,
• Managing a Quality Service,
• Communicating and Influencing,
• Working Together

Application deadline: 11 November 2022
Grade: Administrative Officer (AO)
Type of Position: Fixed Term, Fixed term, with possibility of renewal
Duration of Post: 36 months
Region: Africa
Country/Territory: Zimbabwe
Location (City): Harare
Type of Post: British Embassy
Number of vacancies: 1
Salary Currency: USD
Salary: 2,196.17
Start Date: 1 January 2023

Other benefits and conditions of employment
Resources managed (staff and expenditure):

Manage a budget of approximately £17,000.00

Additional information

• Employees recruited locally by the British Embassy in Harare are subject to the Terms and Conditions of Service according to local employment law in Zimbabwe.
• All applicants must be legally able to work in the country of application with the correct visa/status or work permit.
• Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
• Reference and security clearances checks will be conducted.
• Any questions you may have about this position will be answered during the interview, should you be invited.
• Information about the Foreign, Commonwealth and Development Office Success Profiles can be found on this link: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf Please note: Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
• Successful candidates not resident in Zimbabwe will be personally liable for costs and arrangements to relocate, including accommodation and work permits.
• Complete the application form in full as the information provided will be used for screening purposes.
• Check your application and attachments before you submit your application, as you will not be able to make any changes once submitted.
• The British Embassy will never ask you to pay a fee or money to apply for a position

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.