View Vacancy – Corporate Services Officer – British Embassy San José

Main purpose of job:

The British Embassy in San Jose is looking to hire a motivated and organized professional to join our Corporate Services team in a dual role that will focus on financial management and estates operations. 

This role offers the opportunity to contribute significantly to the smooth operation of our Embassy by ensuring financial compliance, managing contractual obligations and overseeing the day-to-day operations of our support teams.

The ideal candidate must possess strong financial skills, excellent communication skills and a proven ability to manage multiple tasks efficiently.

Roles and responsibilities:

Financial Management 50%

• Responsible for compliance with financial procedures including Distribution Sets, Invoices, Debit and Credit memos, Miscellaneous Receipts and Network Post Accounts, including correctly accounting for spend and reducing the risk for fraud.
• Receive, review and submit invoices to GTPC for processing; investigate problem invoices and resolve within deadlines provided.
• Act as local contact for invoices and local payments.
• Monitor cash and bank account and liaise with the GTPC on unreconciled items.
• Responsible for cash box, including maintenance of balance, administration and monthly count.
• Prepare recharges, manual invoice requests, cash-in transit forms and cheques at Post.
• Identify and report potential efficiencies.
• Respond to queries from Senior Management, GTPC and Finance Hub on transactions.
• Manage relationship with local bank, including preparation of cash funding profiles.
• Responsible for One HMG financial matters, including payments, PAG forms, invoices and spend summaries.
• Assist with compliance e.g. setting up new suppliers and reviewing existing supplier lists.
• Manage the local contracts database, flagging contract expiration dates and aggregate spend with suppliers.
• Support the Corporate Services Director with monthly forecasting, budget updates and reports.

Estates Operations 50%

• Manage the day-to-day activity of the support teams (including third parties), acting as the initial escalation and contact point for staff queries. Focus on effective customer service, ensuring that the estates team is providing a professional service in line with the post corporate services charter.
• Request payments and monitor maintenance budgets with the Estates Manager, Finance Officer, Estates Directorate, Technical Works Officer and Technical Works Supervisor.
• Ensure estates procurement is effectively managed and compliant with global policy, working with the Procurement Hub and DCSM.
• Manage inventory and warehouse stock.
• Perform and document property inspections and hazard risk assessments for both residential and office estate.
• Ensure estates systems and data are maintained and verified on a regular basis.
• Prepare for and respond to audit requests.

Resources managed (staff and expenditure): 

• 1 AA – Corporate Services Assistant

• Bachelor’s degree in finance, accounting, business, public administration or related field.
• Work experience in finance and administrative work in a similar environment.
• Excellent hands-on knowledge of MS Excel and other MS Office programmes.
• Good analytical and team-working skills.
• Ability to multi-task and support multi-faceted teams in a shared corporate services environment.
• Ability to effectively communicate with internal and external stakeholders, verbally and in writing.
• Excellent customer service and interpersonal skills.
• Responsible, organised, and detail oriented.
• Legal status to live and work on Costa Rica in your own right, from time of application.
• Fluency in written and spoken English and Spanish.