View Vacancy – Corporate Services Officer (TJK24.304)

Who we are: 

The British Embassy in Dushanbe is part of a world-wide diplomatic network, representing British political, economic and consular interests overseas. The British Embassy in Dushanbe is now looking for a Corporate Services Officer (Procurement and Estates Management). This is a part time role (60%).

We are a small, friendly and energetic team focused on promoting links between the UK and Tajikistan. Our Embassy team values trust, respect, creativity, continues learning and development, one team, openness and offers and expects high levels of responsibility. Our team is part of a wider regional team across Eastern Europe and Central Asia, and you will have opportunities to connect with colleagues across the region and in the UK.
 
The successful applicant will be encouraged to be actively involved in the corporate life of the Embassy, contributing to the wider objectives, and supporting a positive working environment. 

Main purpose of job:

This job is a new position within Corporate Services, a small and high performing team that keeps the embassy running. You will lead on two key corporate roles: procurement and accommodation services. You will also spend about a quarter of your time working on Embassy initiatives and projects, meaning the role will be varied and interesting and enable you to develop a wide range of corporate services skills. You will need to have, and will have the opportunity to further develop, the ability to work with a wide variety of stakeholders, including in London and regional hubs, to ensure we deliver a quality service.  

Roles and responsibilities: 

Procurement

You will be responsible for ensuring that we purchase goods and services in accordance with FCDO best practice and local legislation. This will include:

• Procurement of goods and services for the Embassy and Residences;
• For high value contracts, manage procurement in cooperation with the Procurement Hub;
• Supplier relationship management;
• Hera (FCDO Financial, Procurement and HR online system) housekeeping;
• Managing Medical & Life Insurance for local staff;
• 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 of fraud.

Estates

In cooperation with the Facilities Team and Corporate Services Manager, you will be responsible for coordinating effective management of the Embassy estate. This will include:

• Contact point for UK staff for accommodation issues and maintenance requests, taking forward issues with Facilities Team and tracking completion;
• Support new UK staff with accommodation needs including property search, leases, furniture supply and purchase, etc.;
• Health & Safety Officer, ensuring implementation of H&S recommendations, including related checks and inspections;
• Line management and oversight of Embassy cleaner;
• Responsibility for Embassy and residence inventory;
• Monitoring and updating forecasts of maintenance budget and machinery, transport, medical budget lines + miscellaneous, utilities, stationery, etc.;
• Close cooperation with Procurement and Finance Hubs;
• Maintaining accurate and up-to-date records of leases in Planon (online accommodation housekeeping online system) in cooperation with FCDO Estates and Security Department;
• UK Based Staff arrivals and departures management.

Other

• Assistance with Embassy response in times of crisis;
• Involvement in Embassy Greening initiatives;
• The jobholder will provide cover for the Embassy’s Finance Officer when they are not available.

Our ideal candidate shows: 

• Full professional proficiency in English and Tajik (written and spoken, minimum of C1 level for CEFR framework* or equivalent);
• Minimum of 3 years of experience in procurement, contract management, inventory keeping or similar (data management);
• Minimum of 1 year of budget management (tracking expenses, bookkeeping, and finance management);
• Some experience of people management/line management;
• IT proficiency – MS 365 Office;
• Excellent organisational skills, particularly attention to detail.