Vacancy title:
Corporate Services Administrative Officer

Jobs at:
Foreign and Commonwealth Office

Deadline of this Job:
14 September 2018

Duty Station:
Nairobi, Kenya

Summary
Date Posted: 29 August 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law.

JOB DETAILS:

We promote family-friendly flexible working opportunities, where operational and security needs allow.
Job Category
Foreign and Commonwealth Office (Operations and Corporate Services)
Job Subcategory
Corporate Services Support
Job Description (Roles and Responsibilities)
Main purpose of job:
To provide the administrative support to the large Corporate Services Team in the British High Commission Nairobi.
Roles and responsibilities / what will the jobholder be expected to achieve?
General Administration (30%)

•  Provide general administrative support to Corporate Services team as necessary;
  
•  Management of delegated CS budget for travel and entertainment;
  
•  Managing the diary of the Director and Deputy Director of Corporate Services, including room bookings;
  
•  Filing – both electronic and paper;
  
• Coordinating Corporate Services staff leave;
  
•  Compiling and updating a harmonised BHC Office / Home Telephone directory, office telephone extension lists, staff call trees and keeping up to date by issuing regular amendments as and when the need arises and adding new staff as necessary;
  
•  Maintaining and update the Queen’s Birthday Party (QBP) and other contacts list for Corporate Services;
• Conducting the Marker Hotel exercise for Subsistence Review in Liaison with Security – as necessary;
  
•  Conducting the Geographical Expenditure Expense return – every six months;
  
•  Organising incoming and outgoing Corporate Services visits and conferences, including arranging accommodation, travel and meetings;
  Procurement/Compliance (50%)
  
•  Support teams to improve their financial and compliance scores (FPCI), by helping them to resolve problems with purchase orders and invoices on the Prism Finance system;
  
•  Initiate, follow up and manage Data Protection and other returns ;
  
•  Maintain the Gift Register, recording details of all gifts and hospitality;
  
•  Administrative support for ongoing tenders and market testing exercises for goods and services, including contract filing, compiling data, working with the Pretoria procurement hub;
  
•  Coordinating updates to the Purchasing Hierarchy on the FCO Prism Finance system Roaming duties (20%)
  
• Provide flexible cover in other Corporate Services teams during staff absences or vacancies, focusing on general administrative duties.
  
• Resources managed: Corporate Services travel and entertainment budget.
  

Essential qualifications, skills and experience

•  Experience of administrative work and office management;
  
•  A degree in any business related field;
  
•  Fluent in English
  

Desirable qualifications, skills and experience

•  Experience of procurement.
• Required competencies
  
• Making Effective Decisions, Collaborating and Partnering, Delivering Value for
• Money, Managing a Quality Service
  

Application deadline
12 September 2018
Grade
A2 (L)
Type of Position
Permanent
Region
Africa
Country/Territory
Kenya
Location (City)
Nairobi
Type of Post
British High Commission
Starting monthly salary (KES)
144,401(before tax)
Start Date
15 October 2018
Other benefits and conditions of employment
Learning and development opportunities (and any specific training courses to be completed):
The British High Commission provides in house training courses through the year, and offers training courses at regional hubs in Pretoria and Dubai.
Leave:
Members of staff are entitled to paid annual leave, which is earned, from the day they commence employment. Entitlements are as follows: