Deputy Head of Corporate Services

Job Description (Roles and Responsibilities)

**Main purpose of job**:
The purpose of the Deputy Head of Corporate Services (DHCS) is to provide support to the Head of Corporate Services (HCS); DHCS will carry out delegated tasks as well as manage specified sections within the corporate services team and cover for HCS in his absence by running the whole section. The DHCS will work to deliver and identify savings for the Embassy in line with the Country Business Plan by reviewing post’s expenditure and reporting the information to the Ambassador, Deputy Head of Mission and HCS. The DHCS is involved in Embassy wide policy making/reviewing & implementation at post.

The DHCS needs to ensure that not only his team, but that the whole of Corporate Services are working together to deliver Embassy wide goals and deal with any problems as they arise. The role also requires that they make sure that all staff have the tools they need to effectively carry out their roles within the confines of the embassy’s budget. The DHCS leads the Financial Management area of the Embassy, including budgets, forecasting, cash management and administration of the banking system for post. The DHCS works closely with all UK and country-based staff members to ensure KPI compliance. This also includes training on and the management of the resource management system for finance and HR (HERA & EPM).

The DHCS is also one of the first points of call when staff members are having problems, wish to discuss items and when they would like further information relating to claims & expenses.

Initial 6 month fixed term contract with the possible of extending to a permanent contract.

**Roles and responsibilities**:
You will be involved in the following key activities:
**Finance (20%)**
- Overall management of a large HERA (Finance and HR system) account.
- Processing Non-discretional payments.
- Authorising suppliers including working with Hub and Transaction Centre for supplier maintenance (change in supplier details/supplier cleansing, etc).
- Authorising all HERA payments, including VFM checks & procurement policy has been followed.
- Authorising international wire transfers.
- Manage with HCS oversight post Finances, including budgeting, reporting and forecasting.
- Manage and monitor EPM (Enterprise Performance Management).
- Manage Financial Performance Compliance Indicators (FPCIs) & KPI scores to achieve targets and OBIEE (EPM) at post.
- Manage procurement compliance and activity recording at post.
- Produce monthly Corporate Services Dashboard and Entertainment/Travel reports.
- Review and approval of payroll and carrying out relevant checks.
- Complying to audit requirements on public expenditure.
- Cheque signatory.
- Supervision of Cheque stocks.
- UK Corporate Credit Cards & Government Procurement Cards Administrator.
- Administrator for Banco GNB Sudameris on-line banking.
- Ensure appropriate HERA access and training is provided to all staff members.
- Ensure and adjust practices accordingly to ensure FPCI targets for Embassy are met.

**Management (15%)**
- Project Manager for embedding ad-hoc projects into post (e.g. Property purchases, budgetary business cases, finance consolidation, Regionalisation, Healix (medical insurance coverage for UK staff), with HCS support.
- Owner of Healix cashless healthcare process at post, including provision of support to staff and Doctors/practitioners at post.
- Review and approval HR of job certificates, contracts, etc.
- Support HCS with Regionalisation processes (HR, Finance & Procurement). Support Hub and Post with all Finance and Procurement processes and provide assistance for HR.
- Manage income generation at post to meet HQ targets, including Residence, Transport and other areas.

**Oversight (35%)**
- Overseeing freight and other services provided to the Embassy.
- Supervising travel and banking implants.
- Take decisions upon staff recruitment and general resource management in collaboration with other areas.
- Supervision of Embassy transport section.
- Supervision of stationery and uniform policy & spend.
- Supervision of Mobile phone policy & implementation.
- Supervision of day to day finances of Embassy.
- Post policy creation, updates and reviews.
- Identify and approving Efficiency Savings and income generation in consultation with DHM & HCS.

**Line Management (15%)**
- Line management of several corporate services staff, permanently Corporate Services Officers x 2 and 1 IT Support Officer.
- Countersigning officer to several corporate services staff, above 5.
- Compliance with all HR policies including Training and Development among others.

**Support (15%)**
- Provide cover for HCS at SEO grade for up to two months a year.
- Delegated SEO duties and contribute to wider management policy.
- Member of Training Committee and other Post’s Committees.
- Perform other activities required by the line manager in this position of trust & reliability.

**Resources managed** (sta