The British Embassy Manila is a large diplomatic mission delivering a dynamic and rapidly expanding programme of activity in support of the UK’s objectives on prosperity, security and consular matters. The Embassy is a modern, diverse and inclusive employer where everyone contributes to the Embassy’s WORC Values of Wellbeing, Opportunity, Respect and Collaboration.

Main Purpose of Job:

The Foreign Commonwealth and Development Office (FCDO) has a Corporate Services Centre consisting of a Global Transaction and Processing Centre and Regional Finance, Human Resources, and Procurement hubs, based in Manila. The HR Hub oversees 36 British Embassies, High Commissions and other Offices located in the Asia Pacific Region.

The HR hub is an integral part of the global HR team serving local staff working in the overseas network for the UK Government. The Regional HR Hub provide key HR Services (recruitment, pay and reward, talent and performance management and HR enquiries) to customers in the region and provide a strategic and professional HR capability to support Regional Senior Leaders in delivery of business objectives.

The Regional Recruitment Officer will deliver recruitment campaigns for Country Based Staff working at British Embassies, High Commissions and Consulates located in the Asia Pacific Region. The jobholder will ensure effective and efficient solutions by delivering quality and timely service within the framework of the regional recruitment process. The role reports to the Recruitment Manager for the APAC region.

Roles and responsibilities / what will the jobholder be expected to achieve:

Manage full cycle recruitment campaigns for a wide range of positions in Asia Pacific, deliver professional services and outputs in line with agreed standards, SLAs, KPIs and the Foreign, Commonwealth and Development Office (FCDO) recruitment model. Enforce the standardised processes, while balancing the execution with a service-oriented perspective. 

1. Recruitment (80%)

• Provide professional recruitment support and advice for hiring managers through all stages of the process.
• Partner with stakeholders to have a thorough understanding of recruitment needs and customisation required for a successful recruitment campaign.
• Provide guidance on FCDO’s recruitment policy and share best practice across different countries in the APAC region.
• Meet agreed SLAs.
• Provide back up support for fellow recruitment officers.

A. Vacancy approval

• Ensure correct approvals are in place for audit purposes.
• Arrange and conduct briefing calls with hiring managers and/or corporate services teams to align all details and expectations regarding the process and understand vacancy requirements.
• Discuss and commit with process timelines.
• Provide the necessary guidance and advice on the next steps to be taken.

B. Campaign

• Draft the job advert based on information provided by the Hiring manager as well as checking information stated in the Recruiter’s Guide, salary scales and/or in the Terms and Conditions of Service.
• Liaise with Post job advertisement on social media if necessary.
• Launch the campaign by advertising on FCDO Local Posts and other recruitment channels.
• Provide weekly updates to hiring managers and corporate services teams.

C. Sifting

• Receive and shortlist suitable candidates, based on job advert and sifting criteria previously agreed with the hiring manager.
• Provide a shortlist within agreed SLA.

D. Interview process

• Manage interview scheduling with the Hiring Manager.
• Support hiring managers at interview stage by inviting shortlisted candidates to an interview/assessment, gathering candidates’ timeslots preferences and sending the final interview schedule, along with useful templates (individual interview forms and summary report).
• Provide guidance and support if any doubt arises regarding the interviewing process.

E. Interview outcomes

• Ensure the Outcome Form is completed and submitted by the hiring manager.
• Send out notifications to unsuccessful candidates.
• Send out the notification (provisional Job Offer) to the successful candidate.
• Give support to security clearance procedure as needed.
• Conduct professional references checks.
• Prepare Letter of Appointment and upon successful security clearance.
• Liaise with Corporate Services team to ensure that all paperwork and support provided by the Hub is updated so the successful candidate can start.

F. Induction

• Fill in the “Recruitment Masterlist” template with all the necessary information about the position for HR Direct’s HERA update/creation of Pending Worker.
• Support new hire on boarding by sending a welcome message with useful information when necessary.

2. Administrative work (20%)

• Manage mailboxes, shared folders and all recruitment tools in accordance to agreed record management guidelines, to ensure that records are kept accurate and capture critical information about the campaign.
• Ensure resilience within the team by keeping assigned post recruiter guides up-to-date.
• Regularly review and recommend improvements to recruitment processes, systems/tools and forms used to continually ensure that these remain efficient, add value and are relevant to the business needs.
• Ensure candidate information in the recruitment software is updated in order to provide accurate recruitment data for Employee Database, Monthly Post Reports and other ad hoc reports requested.
• Collaborate with other HR hub strands on team activities and initiatives.
• Perform other related duties as required and assigned.

The jobholder will be required to be flexible and take on other ad hoc tasks as required, including but not limited to participating in the Embassy’s response to a crisis.

Essential on Arrival:

• Bachelor’s Degree/ Diploma or equivalent
• At least 2 years relevant end to end recruitment work experiences in a shared service or multinational (international and/or local private and/or public) organization.
• Strong interpersonal skills. Ability to work with people at all levels and collaborate effectively across teams.
• Customer service oriented. Keenly aware of customer requirements and how to drive customer satisfaction.
• Self-motivated and results driven
• High level organisational and coordination skills, including ability to prioritise, meet deadlines/targets, proactively identify and resolve potential issues in a fast-paced environment.
• Must be able to work independently and take initiative as well as being able to manage and work well with others in a team.
• Ability to handle confidential employee issues/information and interact with employees in a professional and sensitive manner at all times.
• Excellent communication skills in English. Able to express ideas and messages clearly and concisely, both spoken and written.
• Computer literate and proficient in all MS Office applications (Word, Excel, Outlook, Powerpoint).