View Vacancy – FJS – Corporate Services Officer, AO

Main purpose of job:

The Corporate Services Officer (CSO) is responsible for a range of finance, administration and estates work, as well as providing support across the Diplomatic platform and portfolio. Working as part of the Corporate Services Team, you will join an important and integral part of the High Commission Mission. 

This is a busy role that provides an insight into international relations and the work of a High Commission. Every day is different and it would suit someone looking for a challenging and varied role. The jobholder will need a ‘can do’ approach, excellent organisation skills, the ability to work at pace and manage competing demands.  Although we are a busy team, we are deeply committed to developing and supporting our staff and encourage flexible working.

1. Finance Duties  

• Procurement process support: Creation and maintenance of supplier details and completion of supplier maintenance forms; You will learn how to complete distribution sets, raise requisitions and receipts; process invoices for payment and maintain payment records to enable you to complete these processes when required and when the Finance office/CSM are on leave. 
• Ensure invoices are received on time and chase up any that are flagged as outstanding. 
• Stationery & office supplies: order materials and maintain stock inventories; Budget Holder for stationery, printing and cleaning supplies.

2. General Duties

• Work with the Estates Team to support the implementation of post’s health and safety remedial and preventative maintenance plans.
• Contribute to oversight of the maintenance budget including liaison with suppliers, obtaining quotes, purchases of materials etc.
• Review local accommodation and facilities and update the Geographical Expenditure Guidance (GEG’S) for Fiji in line with FCDO guidance and value for money principles on a yearly basis.
• Assist the CST with hotel bookings for internal visitors, flights, general enquires and follow ups. 
• Supervision of cleaners and to ensure all cleaning standards are met. Maintain cleaning materials, supplies and inventories.
• Household Inventories: with the guidance of the Estates Manager, carry out a yearly furniture and equipment stocktake for all staff residences and the BHC office.
• Take ownership of updating CST tracker – flag any incomplete tasks to relevant staff. 
• Take ownership of incoming electronic mail for Corporate Services mailbox, responding to general inquiries in line with FCDO guidance/Post processes, liaising with other sections on queries received.
• Play a leadership role in organising social events and staff away days, including participating in the social committee.
• Other duties are requested by the High Commissioner/Deputy High Commissioner

3. Deputy ITSO

• Work alongside the ITSO to support the High Commission and provide cover in his absence, including.
  • Assist the ITSO to maintain and support FCDO desktops, laptops and core infrastructure, undertaking tasks as set out in the IT Support Officer’s induction training.
  • Be a secondary focal point for users’ IT-related queries.
  • Help to resolve IT problems with support from the IT Help Desk and other IT stakeholders including Senior Technical Service Officers, IT Security Advisors and local suppliers of broadband as well as others.
  • Maintain an accurate inventory of FCDO equipment and ensure compliance records on IT ownership are up to date and maintained. 

Resources managed (staff and expenditure):

• Stationeries, cleaning supplies 

• Excellent in English
• Flexible ‘can do’ approach
• Strong multi-tasking skills
• Excellent organization skills
• Attention to detail
• Commitment to a high level of customer service
• Clean Police Report
• Administration experience
• Ability to use IT (computers and applications)