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 senior role, responsible for the overall delivery of corporate services across an Embassy, whose staffing has expanded significantly in the last two years. The CSM sets structure and direction for Corporate Services Team, which comprises 13 local staff (“Country Based Staff” – CBS), ensuring that they deliver effective management, finance, procurement, human resources, estate services, post security, IT and general administration and services to a high standard to the wider Embassy, taking into account value for money, efficiency, health and safety, and supporting staff morale. 

The CSM monitors the legislative framework in Moldova, as well as Foreign Office 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, human resource policy issues (including pay; and terms and conditions), tax policy and procurement. The CSM will also need to ensure the Embassy’s compliance with corporate controls prescribed by the Foreign Office; and be expected to produce constructive ideas and solutions for improving business processes and resource management, by fact finding, analysis and judgement.

The CSM directly line manages a team of four: two Corporate Services Officers (AO) covering Finance and Estates, a Post Security Manager (with additional responsibility for Information Management) and Corporate Assistant/Receptionist (AA). The job holder reports directly to Deputy Head of Mission. 

The CSM will also: 
•    Be part of the Senior Management Team, which meets weekly, by leading by example and showing drive and resilience while getting the best from staff, as well as delivering organisational change;
•    Ensure FCDO corporate policies are implemented fairly, consistently and effectively;
•    Set high standards of customer service, both personally and throughout their team.
The CSM will also need to develop productive relationships with the regional hubs responsible for finance, procurement and human resources, with key Moldovan contacts, and with heads of corporate services at other key diplomatic missions. 

Roles and responsibilities 

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;
•    Ensure the monthly payroll is delivered in line with the payroll calendar;
•    Finalise a Corporate Services handbook and lead and monitor the delivery of services against it;
•    Compliance with Foreign Office administrative guidance;
•    Lead work to socialise and drive up performance management standards. 

Finance
•    Manage Post local budget 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 under-spend across allocations;
•    Ensure 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. 
People
•    Oversee and advise on human resource functions including compliance with local employment law, terms and conditions of service, pay and benefits for CBS and implementation of guidance and procedures; 
•    Develop a better pay/benefits system for CBS including local reward and recognition policies, to ensure they continue to meet operational needs;
•    Provide guidance on sensitive staff matters for CBS including management issues and dispute resolution;
•    Provide guidance and act as escalation point on sensitive staff matters for diplomatic and CBS; including management issues and dispute resolution;
•    Embed a collaborative and inclusive culture, which supports learning and development.

Procurement

•    Implement existing corporate policies and best practices, 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 Embassy teams and guide them through business processes;
•    Oversee the implementation of procurement plans in line with demands and deadlines.

Estates
•    Oversee the Embassy’s estates, ensuring the office and residential properties are fit for purpose and in comply with corporate procedures, including local and UK health and safety regulations and policies. 

Other

•    Heading up the Corporate Service section, line managing and developing staff, providing guidance and support on all facets of Corporate service work. Sharing 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 and Russian (C1 according to the Common European Framework of Reference for Languages*).
• Relevant qualification in business administration desirable and/or at least 5 years working experience in corporate services management including Human Resources, Financial management, security, procurement and IT.
• 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 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.