The British Embassy in Riga is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking to recruit a HR and Finance Manager.

The job holder will:

As part of the Corporate Services team, lead human resources (HR) and finance policy and processes at Post, and oversee effective implementation, in line with FCDO policies and local labour law. Provide support and advice to jobholders and line managers, and to the families of UK staff.  Advise the Corporate Services Manager, Deputy Head of Mission and Ambassador and ensure Riga meets the needs of the HR, Transaction Processing , Finance and Procurement Hubs. Serve as the main point of contact with the Ministry for Foreign Affairs in Latvia on issues of UK staff Protocol.  Line-manage the Corporate Services Assistant (CSA) and deputise when needed for the Corporate Services Manager. Implement other tasks according to the relevant business needs. The jobholder is expected to be flexible and resilient in case of changing requirements and additional tasks. Ensure team resilience and be able to back-up other Corporate Services roles as required.

Roles and responsibilities:

Human Resources CBS  45%

• Manage HR operations and records for Country Based Staff (CBS) based on FCDO policy and global minimum standards, local law, and CBS terms and conditions. Work closely with Europe HR Hub to initiate processes and resolve issues.  Ensure CBS contracts, terms and conditions are compliant with local employment law. Own and regularly refresh the local staff charter, in conjunction with local staff associations.
• Own the Post policy on, and manage day-to-day HR processes incl. pay and benefits, performance management, learning and development, fairness, wellbeing and mental health, and employee health. Provide guidance, support, policy advice to staff, line managers, and senior management at Post on all HR-related issues including performance-related pay, appraisal writing, goal setting.
• Work closely with, provide information and support in creating / justifying resource requests to the Centre.
• As Information Management Officer (IMO) manage Embassy’s record keeping work and ensuring compliance with FCDO policies and requirements of General Data Protection Regulation, incl. preparation of reports and management of archiving work.
• Oversee the work of the external payroll accountant, provide them with accurate payroll data and ensure timely payroll payments and reporting. Ensure payments are assigned to correct budgets.
• Own and manage the insurance schemes for CBS including procurement, contract management, annual reviews, and mandatory reports.
• Support local recruitment processes working closely with hiring managers and the HR Hub. Advise on specifications, criteria, and approvals. Run recruitment adverts. Assist hiring managers in convening and managing interview panel logistics.
• Own, review and update CBS on-boarding and exit processes and documents (e.g. checklists, phone lists, org chart, welcome packs etc.), ensuring they are up to date and relevant.  Tailor induction to local needs, deliver local finance & HR induction for new joiners.  Support the Deputy Head of Mission in running regular crisis tests e.g. of the emergency phone cascade.

Human Resources UKB 20%

• Own and co-ordinate all Protocol activity at Post relating to diplomatic ID cards, customs clearances for diplomatic shipments, visa/residency permits for work-related travel for diplomats, and VAT tax returns for the Embassy and diplomatic staff and their families (UKB). Oversee the CSA in completing and filing returns and help with official documentation, bureaucratic requirements, and local tax systems.
• Co-ordinate and work closely with Community Liaison Officer and Corporate Services team and to ensure that arrival and departure processes of UKB staff and families run efficiently and meet required deadlines. Contribute to design and improvement of protocol arrival and departure processes, and up-to-date post welcome and departure packs. Maintain records on current and future arrivals and departures to ensure timely and proactive planning and delivery. Own the UKB on-boarding checklist and ensure they are integrated into relevant staff lists and groups.
• Own the Post policy on medical service provision to UKB officers and their families. Ensure that key documents and databases on medical service providers are kept up-to-date. Update Post Welcome Pack and other key documents, work closely with medical service providers and FCDO Health-line to ensure accuracy of data.
• Provide language support to UKB staff and facilitating immersion trainings and exams as required.

Financial Management and Procurement 25%

• Manage Post budget. Day-to-day management of CBS pay, overtime, health insurance, recruitment, and payroll accountant budgets. Prepare datasheets for cash requirements, OneHMG change requests, and forecasts.
• Lead on local delivery of finance operations, including timely payments through appropriate payment mechanisms, and timely accounting and maintenance of payment/invoice records (incl. credit cards). Implement global policy and guidance at Post. Ensure the most efficient possible approach e.g. to making payments, problem solving and generating creative solutions.
• Implement monthly and annual processes in financial planning and reporting to support global processes. Manage accounts reconciliation, e.g. including Journals, payments between Post and PAGs, local bank account, etc. Monitor/improve Post performance against key performance and compliance indicators.
• Co-ordinate finance audit responses at Post and run regular self-audits.
• Support local projects requiring finance decision making and process improvement within Corporate Services.
• Act as local subject matter expert on procurement. Maintaining an up-to-date registry of all contracts and suppliers at Post, provide guidance to staff at Post on procurement processes. Implementing and coordinating designated procurement processes, e.g. including supplier creation and maintenance, requisitioning, distribution set creation and house-keeping, and others.

Line Management and Team Support 10%

• Line Management of the Corporate Services Assistant.
• Support/provide cover to other colleagues in Corporate Services as and when necessary.
• Keep and maintain ‘how to’ guide on finance, HR and protocol for use during periods of absence.
• Participate in Post crisis activity.

Our ideal candidate has:

• Proficiency in written and spoken in English and Latvian (C1 level according to the Common European Framework of Reference for Languages);
• Proven experience and knowledge of key HR and finance processes;
• Good communication and teamwork skills;
• Administration and computer skills.