View Vacancy – Corporate Services Manager, British Embassy Chisinau (MDA24.447)

An overview:

The British Embassy in Chisinau is part of a worldwide network, representing British political, defence, economic and consular interests overseas and is now looking to recruit a Corporate Services Manager (CSM), a management role, responsible for the overall delivery of corporate services across the Embassy.  The CSM sets structure and direction for the Corporate Services Team, which comprises 12 Country Based Staff (CBS), ensuring that they deliver effective management, finance, procurement, human resources, estate services, post security, IT and general administration to a high standard to the wider Embassy, taking into account value for money, efficiency, and health and safety. 

The CSM monitors in-country legislative framework and FCDO policy changes, and will be expected to work independently, providing strategic policy advice and options to senior staff on a range of corporate issues e.g., on financial management, HR policy issues (including pay and terms and conditions), tax policy and procurement, as well as other legislation impacting on both CBS and UK based staff. The CSM will also be expected to produce constructive ideas and solutions for improving business processes and resource management, by fact finding, analysis and judgement.

The CSM line manages a team of four: two Corporate Services Officers (AO), ITSO/Post Security Officer (EO) and Corporate Assistant/Receptionist (AA). They provide a quality assurance role for 8 other Corporate Services staff.  Structure and grades are subject to change.

The job holder reports directly to Deputy Head of  Mission.

The CSM will also: 

• Be part of the Senior Management Team leading by example and showing drive and resilience to get the best from staff, as well as delivering organisational change;
• Ensure FCDO corporate policies are implemented fairly, consistently and effectively;
• Set and observe high standards of customer service both personally and throughout their team.

The CSM will need to develop productive relationships with the regional hubs responsible for finance, procurement and HR, with key Moldovan contacts, and with heads of corporate services at other key diplomatic missions.

The role entails:

Strategic Planning and Leadership 

• Actively build and deepen relationships with key stakeholders internally, within regional and global hubs, and with external partners (at other diplomatic missions, government departments and suppliers) to maintain informed and current corporate knowledge.
• Using the Management Assurance Template, plan to ensure adequate controls are in place to mitigate risk across key areas.
• Ensure local policies are reviewed and aligned to global and local requirements.
• Ensure that Corporate Services objectives are aligned, and resources secured, to support the country business plan.
• Responsible for ensuring the monthly payroll is delivered in line with payroll calendar.
• Develop, lead and monitor the delivery of services against the local Corporate Services charter.
• Responsible for compliance with the FCDO administrative guidance on FCDO net.
• Lead work to socialise and drive-up performance management standards.

1. Finance

• Manage Post local budget in accordance with FCDO guidance by ensuring accurate and timely budget spend within delegated allocations and value for money;
• Conduct analysis of monthly actuals and forecast accurately through the end of financial year; report any over and underspend across allocations to Regional Finance Officer and Embassy leadership;
• Ensure that the Embassy has a robust, transparent and compliant payment system, reducing cash payments where possible;
• Work with the Regional Finance Hub and Global Transaction Processing Center.

2. People

• Oversee and advise on HR functions including compliance with local employment law, terms and conditions of service, pay and benefits for Country Based Staff and implementation of FCDO guidance and procedures;
• With DHM, develop the pay/benefits system for CBS including local reward and recognition policies, to ensure they continue to meet operational needs and FCDO policy;
• Provide guidance on sensitive staff matters for CBS including management issues and dispute resolution, engaging with HR Hub where necessary;
• Provide guidance and act as escalation point on sensitive staff matters for diplomatic and CBS, including management issues and dispute resolution, engaging with HR Hub where necessary;
• Embed a collaborative and inclusive culture, which supports learning and development for all.

3. Procurement

• Implement existing corporate policies and best practices on Procurement, ensuring maximum transparency and value for money;
• Ensure that procurement processes are well understood by main stakeholders in corporate team and staff members from other teams (project, MOD, etc.) and guide them through the set business processes;
• Oversee the implementation of procurement plans in line with demands and deadlines.

4. Estates

• Oversee Embassy estate ensuring all office and residential properties are fit for purpose and compliant with corporate procedures, including local and UK health and safety regulations and policies.

5. Other

• Heading up the Corporate Service section, line managing and developing staff, providing guidance and support on all facets of Corporate service work. Share best practice and co-ordinating on key policy issues, compensatory plans survey for local staff with other Embassies/international organisations in  Moldova.  Brief new arrivals on Corporate services, seeking feedback and maintaining/improving service standards for all customers.

• Proficiency in English & Romanian (Minimum of level C1 according to the Common European Framework of Reference for Languages*).
• Minimum of 5 years working experience in corporate services management including Human Resources, Financial management, security, procurement and IT (more than 1 field is desirable).
• Experience working for an international organisation, government, diplomatic or commercial entity;
• Strong management experience, strong experience in managing a diverse team and operating at senior management levels;
• Resilient and able to deal with and resolve conflict;
• Proven ability to take responsibility for own work and use initiative to deliver high quality work.
• High levels of initiative and ability to work without close supervision.
• Strong organisational, analytical and time management skills.
• Proven record in delivering results to a high standard within tight deadlines.
• Demonstrated ability to work cooperatively and flexibly as part of a team.
• Understands and focuses on customer needs. Offers new ideas to improve customer service.
• Ability to see the bigger picture, put own work in context and make connections.  Encourages and contributes new ideas, innovation and experiment.
• Proven ability to adapt to changing situations, to respond to multiple demands, set priorities, and balance conflict.
• Excellent interpersonal and communication skills.
• Demonstrated line management experience.
• IT-literate, specifically in Microsoft Office, advanced skills with Excel and Oracle