View Vacancy – Protocol & HR Officer – Corporate Services, British Embassy Santiago

Main purpose of job:

We are looking for an enthusiastic and dynamic individual to support all protocol and logistics activity at the British Embassy, Santiago. The post holder will need excellent interpersonal skills as well as attention to detail to liaise with local authorities to assist diplomatic staff and their families in obtaining and maintaining diplomatic accreditation, visas and other official identification. As part of the Corporate Services Team, the Protocol and HR Officer will work closely with the Community Liaison Officer (CLO) to ensure that arrival and departure processes run efficiently. They will also support the Deputy Corporate Services Manager by using their prior HR administrative experience to provide services for Country Based Staff in line with Chilean labour law, best practice and central policy.

Roles and Responsibilities:

Arrivals and Departures at Post (20%)
•    Support the Corporate Services team on the arrival and departure processes for diplomatic staff and their families ensuring processes are efficiently managed to meet required deadlines.
•    Maintain records on current and future arrivals and departures to ensure proactive administration.
•    Contribute to and attend ‘warm’ calls for diplomatic arrivals.
•    Work with the CLO on creating and maintaining post welcome and departure packs. Seek and collate regular feedback from customers.
•    Continually improve protocol for arrival and departure processes.
•    Build strong relationships with external contacts to ensure an up to date understanding of local requirements.

Protocol Administration (30%)
•    Liaisie with Protocol Directorate at MFA, issuance of Note Verbale and other official communications 
•    Provide regular, clear and timely updates on protocol issues at post.
•    Provide support and guidance for VIP visits at post.
•    Complete internal and external returns related to diplomatic staff and their families.
•    Advise and support the visa process for work-related travel for diplomats
•    Complete import and export processes for diplomatic staff and their families (vehicles, heavy baggage and airfreight)
•    Provide support to answer Sponsorship requests. 
 
Logistics (20%)
•    Assist in obtaining customs clearance for diplomatic shipments, including airport access
•    Provide support for other members of Corporate Services as required
•    Act as back up to the CLO during periods of absence
•    Act as back up to the PA to His Majesty’s Ambassador & Deputy Head of Mission during periods of absence.

Human Resources (30%)
•    Assist Deputy Corporate Services Manager on drafting and updating of core HR documents and materials such as Employment Contracts, Addendums, Terms and Conditions of Service etc., in accordance with FCDO policy and local labour law requirements.
•    Work with the Regional HR Hub, DCSM and Hiring Managers to support all local recruitments.
•    Deliver comprehensive induction programme to all newcomers, including updating induction pack.
•    Act as key point of contact for all staff members for all HR queries.
•    Assist DCSM and Finance Officer with end of employment documentation (finiquitos) and all other relevant documents in compliance with local legislation. 
•    Assist DCSM and Finance Officer with monthly payroll as required.
•    Maintain Post HR records, including personnel files and HERA HR records.
•    Support DCSM on performance management processes, including the Calibration Committee and the CBS bonus.
•    Contribute to Embassy Wellbeing initiatives by joining the Wellbeing Committee.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

•    Administrative/executive experience
•    Comfortable with a process driven role, enabling our frontline teams to deliver 
•    Ability to manage detailed processes
•    Commitment to customer service 
•    Experience in HR administrative procedures
•    Excellent communication and interpersonal skills

Applicants must have the legal status to live and work in Chile

Language requirements: 

Language: English and Spanish 

Level of language required:  Fluent written and spoken Spanish and English. Minimum level required C1 under the CEFRL or equivalent