British High Commission
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View Vacancy – WS – Commonwealth Head of Government Meeting (CHOGM) Admin Officer, AO
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Foreign, Commonwealth and Development Office (Operations and Corporate Services)
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Estates
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Main purpose of job:
The Commonwealth Heads of Government Meeting (CHOGM) will take place in Samoa w/c 21 October 2024, the first time a CHOGM has taken place in a Pacific Island Country (PIC). Samoa will pursue a theme of resilience, particularly climate and economic, with a focus on Small Island Developing States (SIDS).
As part of the wider CHOGM team, you will provide Corporate Services (CS) support at Post, in consultation with the Deputy High Commissioner and Corporate Service officer, leading on the following areas:
- Corporate Services Officer: Administrating corporate services (finance, procurement, estates and IT) for CHOGM staff at the UK High Commission (85%); and,
- Post Security Officer: Working with the Deputy High Commissioner and the Overseas Regional Security Manager to ensure security of buildings, staff and information (15%).
Roles and responsibilities:
You will be expected to lead on the tasks specified below. Indicative percentages of time spent on each task are included however, these will fluctuate as workloads – and priorities – change.
Corporate Services Officer (85%)
You will ensure the UK High Commission is well-run. Its corporate services management should be in line with best practice guidance set in London as well as compliant with local legal requirements.
You will report to the Deputy High Commissioner (DHC), supporting Post’s corporate services section as we manage the increased number of staff at Post by developing and identifying areas for improvement and preparing and implementing change programmes.
You will work with the CHOGM Operations Officer and DHC to:
- Ensure overall delivery of corporate services, building partnerships with global processing centres and service hubs;
- Deliver a high standard service to all customers and stakeholders; and,
- Participate in directly supporting CHOGM arrivals.
Finance
- Manage the CHOGM budget, including monthly reporting on budget management, budget projections and spend;
- Ensure bills/invoices are paid accurately and on time;
- Oversee accounts ensuring proper financial controls are in place and followed; and,
- Coordinate requests for additional budget funds or refund of surplus funds to/from London or the central finance team.
Procurement
- Implement corporate policies and best practices on Procurement, working with the procurement hub to ensure value for money; and,
- Maintain external contracts with local suppliers and vendors as necessary.
Estates
- Ensure CHOGM properties are maintained to a high standard by commissioning and overseeing maintenance repairs where necessary; and,
- Ensure full compliance with corporate procedures on estate management, including local and UK health and safety regulations and policies.
Information Technology
- Oversee the delivery of IT user support services for CHOGM; and,
- Ensure staff are aware of the correct processes and procedures for the use of IT and equipment, and that equipment is managed and renewed effectively.
Other corporate duties as necessary and as determined by the CHOGM Operations Manager and DHC.
Security (15%)
- Working with the DHC and the Overseas Regional Security Manager to ensure security of buildings, staff and information; and,
- Other security duties as necessary and as determined by the DHC and Overseas Regional Security Manager
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- Excellent organisation skills, able to manage time and tasks to deadlines;
- Intermediate levels of IT knowledge (sending e-mails, electronic diary management etc);
- Good track-record of dealing with senior customers.
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Communicating and Influencing, Delivering at Pace, Making Effective Decisions, Managing a Quality Service
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30 April 2024
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Administrative Officer (AO)
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Full-time, Fixed Term
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38.75
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7 months
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Asia Pacific
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Samoa
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Apia
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British High Commission
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1
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WST
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WST 37,655 to WST 56,497
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17 June 2024
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Learning and development opportunities (and any specific training courses to be completed):
The British High Commission is committed to learning and development for all staff, placing a strong emphasis on both personal and team development.
A wide range of L&D opportunities are available, with access to specialist courses and training.
The British High Commission opened in 2020 and is continuing to test new procedures and functions so the ideal candidate for this role would be flexible and positive in adapting to change.
Continual on-the-job learning and access to the UK’s online Diplomatic Academy training courses.
No accommodation or relocation expenses are payable in connection with this position. Applicants must have work authorisation in Samoa in order to apply.
Staff recruited locally by the High Commission are subject to Terms and Conditions of Service according to local Independent State of Samoa employment laws.
Working patterns:
Core hours are 08:00hrs to 16:15hrs (Monday to Thursday) and, 08:00hrs to 13:45hrs (Friday)
This role is full time 38.75 hours per week excluding lunch breaks.
This is a new role within the British High Commission (BHC).
With Samoa hosting the Commonwealth Heads of Government Meeting (CHOGM) in October 2024, we expect each role in the BHC to evolve. The ideal candidate would be flexible and positive in accommodating these changes.
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All applications must be received before 23:55 hrs local time on the day of the specified deadline.
Only complete applications received before the deadline will be accepted.
Applications must address experience against the role responsibilities and include a current CV.
All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.
Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate”.
The start date mentioned in the job advert is a tentative start date. Any offer of employment will be subject to the candidate achieving suitable clearances.
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Apia
To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/
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