Corporate Services Officer for Finance, Estates, and Health & Safety
Position Summary Expectations - Duties, Responsibilities
Main purpose of job:
The British Embassy, Phnom Penh is looking to appoint a Corporate Services Officer. This is a key role requiring the holder to manage the Embassy’s finances, regularly brief the Corporate Services Manager and Health & Safety compliance of Embassy and Accommodation. The jobholder will work with contractors and all the internal Embassy teams and on day to day basis, contacting colleagues in the UK and our hub in Manila, reporting to the Corporate Services Manager.
- Finance – 35%
- Responsible for managing and accounting for all cash receipts and payments, working closely with Manila Corporate Services Centre on financial management procedures
- Regular duties include, conducting end of month financial processes, reconciling the bank account, cashbox and unbanked receipts and manage relationship with the bank
- Review expenditure forecast, re-profile funding advice to CSM as required
- Prepare monthly UKBS the Sterling Transfer Electronic Facility (STEF)
- Ensure year-end tasks are smoothly operated and deadlines met
- Manage VAT return.
- Health & Safety – 30%
- Lead on upholding health & safety requirement for Embassy Office and residential properties to comply with local and UK Standards
- H&S in liaison with Corporate Services Manager (CSM) contact weekly alarm test
- Communicate with Regional Technical Works Supervisor (RTWS) for updated information and guidance of health and safety
- Conduct monthly testing of emergency lights, fire alarms and check fire extinguishers
- Led by recommendations from FCDO Policy / Advisers reports
- Property Compliance Assessment
- Fire Safety Assessment
- Health & Safety Policy
- Security Asset Recommendations
- Supports technical property management, including walk in/walk out for UKB officers and Estates related contract management
- Estate - Property maintenance – 30%
- Ensuring all physical assets are well maintained and operational
- Manage the Embassy’s estates maintenance programme, scheduling work effectively, and ensuring contracted work has been completed to a satisfactory standard
- Management of contracts for outsourced cleaning services for high performance
- Organising supervision of works (with team)
- Ensuring paperwork is filed correctly
- Manage property inventory, maintaining post’s Pyramid account.
- Corporate Roles – 5%
- Oversee outsourcing of gardener and cleaner
- Back up Transport & Logistic Manager
- Must be fluent in written and spoken English and Khmer
- Have at least 3 year experience in a similar role (preferable in an international organisation or with expatriate)
- Proficient in MS Office suite and web applications
- Excellent organisational skills, to manage time and tasks to deadlines
- Proven record of delivering results, including accuracy and attention to detail
- Excellent written and spoken communication skills in English and Khmer. However, the job holder will need the confidence to communicate with diverse contacts in country, across the region and in UK
- Evidence of holding IELTS qualification will be an advantage
- Strong customer focus, initiative and problem-solving skills
- Able to work with contacts and colleagues at all levels and in various locations, through different channels
- A valid passport with no adverse immigration history.
- Holds a valid driving license (desirable).
IT Support and Corporate Services Officer
Position Summary Expectations - Duties, Responsibilities
Main purpose of job:
The IT support officer (ITSO) is the key person for ensuring that we are operational at all times. Job holder (JH) manages our IT systems (including telephony) in the main Embassy building and in the Ambassador’s Residence in line with internal policies and procedures, and support colleagues using IT. JH will also act as cover for the editor of our Website and digital media pages and provide logistic services for UK Based Officers at post and line manager of Embassy’s drivers.
- ITSO – 50%
- Act as first point of contact for users on IT issues and be responsible for advice on use of systems.
- Proactively maintain Embassy’s computer network (Firecrest) and users’ access to it, reporting incidents and degradations in performance promptly to the UK Helpdesk.
- Liaise with the UK Helpdesk to resolve IT issues at post and act as point of contact for technical visits.
- Create Service Calls on the Service Desk Service Pages (SDSP) and Work Orders as a record of your work.
- Manage printer/ scanner groups, shared mailboxes and distribution lists.
- Be responsible for IT Security Procedures including management of SOPs (Standard Operating Procedures)
- Review, procure, install and manage Firecrest and non-Firecrest hardware equipment, maintaining an inventory of all IT equipment.
- Carry out hardware replacements on desktops and servers according to the instructions inthe ITSO manual and return faulty equipment to the UK.
- Liaise with regional technical support leads and have a basic knowledge of embassy IT infrastructure.
- Manage the ECHO telephony service (including unclassified video-conferencing), including 1st level diagnostics, hardware maintenance and issue reporting.
- Transport Manager - 20%
- Line Manage Drivers, oversees schedules of the Drivers; including VIPs’ visit logistic, visiting government offices and driving duties
- Signpost transport guidance to colleagues and drivers.
- Lead on vehicle maintenance programme.
- Logistic - 15%
- Handling customs clearance of Diplomatic bags and official consignments.
- Logistics arrangement of new arrival/Departure of UK Based officers including Visa extension, Diplomatic ID and customs clearance of their personal belongings
- Arrange for vehicle plate registration.
- Update list of UK Based Officer for MFA.
- Imprest Management – 15%
- Manage office petty cash and authorise bills and claims <£100.
- Identifying ways to make services more efficient and cost-effective ensuring compliance with FCO standards.
- Meeting the Embassy’s Financial Performance Compliance targets by ensuring all Embassy staff follows correct finance processes.
- Corporate Roles - Back up Estate Manager
- Must be fluent in written and spoken English and Khmer
- Have at least 3 year experience in a similar role (preferable in an international organisation or with expatriate
- Proficient in MS Office suite and web applications, with interest and aptitude to manage IT systems (training on our system will be provided)
- Excellent organisational skills, to manage time and tasks to deadlines
- Proven record of delivering results, including accuracy and attention to detail
- Excellent written and spoken communication skills in English and Khmer. However, the job holder will need the confidence to communicate with diverse contacts in country, across the region and in UK. Evidence of holding IELTS qualification will be an advantage
- Strong customer focus, initiative and problem-solving skills. Able to work with contacts and colleagues at all levels and in various locations, through different channels.
- A valid passport with no adverse immigration history.
- Holds a valid driving license (desirable).
Driver and Corporate Services Support
Position Summary Expectations - Duties, Responsibilities
Main purpose of job:
The British Embassy Phnom Penh is looking to appoint a Driver/Corporate Services Support. This role requires the holder to manage transport booking calendar and ensure on time delivery of officers/mail to the right locations. The jobholder will work with all the internal Embassy teams and on day to day basis, contacting colleagues in the UK and our hub in Manila, reporting to the Corporate Services Officer.
- Driving – 60%
- Responsible for officers arriving on time to the right locations
- Manage transport booking calendar, being aware of the schedule and communicating conflicts, raising issues and assign driving tasks to all drivers
- Delivering urgent letters to government offices in a timely manner, including land transport and immigration
- Sending the Residence Team to assist in marketing and equipment purchases
- Maintenance of the British Embassy Fleet.
- Procurement – 20%
- Responsible use of the Global Procurement Card (GPC) to pay invoices instructed by CSO(s)
- Leading on any additional procurement approved from CSO/CSM.
- Estates – 10%
- Assisting CSO in Health, Safety & Security checks and tests
- Supervision of suppliers & contractors when on premises
- Handyman and minor maintenance and repairs when safe to do so
- Reporting issues to ensure a clean and safe working environment
- First Aid Kit renewal
- Events & Other logistic support – 10%
- Work with security and police, oversee traffic control and arranging parking during events
- Assisting with delivery, set up and take down of items for events.
- Must be fluent in written and spoken English and Khmer
- Good organisational skills, self-management and initiative;
- The ability to work well in a small team;
- Ability to understand and use modern vehicle,
- Ability to use Microsoft applications including Word, Outlook and Excel;
- Prepared to work flexible hours, including evenings and occasionally at weekends
- Holds a valid passport with no adverse immigration history
- Holds a valid driving license.
