Corporate Services Administrative Officer at British High Commission Nairobi

Main purpose of job:

To provide the administrative support to the large Corporate Services Team in the British High Commission Nairobi.

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

General Administration (30%)

• Provide general administrative support to Corporate Services team as necessary;
• Management of delegated CS budget for travel and entertainment;
• Managing the diary of the Director and Deputy Director of Corporate Services, including room bookings;
• Filing – both electronic and paper;
• Coordinating Corporate Services staff leave;
• Compiling and updating a harmonised BHC Office / Home Telephone directory, office telephone extension lists, staff call trees and keeping up to date by issuing regular amendments as and when the need arises and adding new staff as necessary;
• Maintaining and update the Queen’s Birthday Party (QBP) and other  contacts list for Corporate Services;
• Conducting the Marker Hotel exercise for Subsistence Review in Liaison with Security - as necessary;
• Conducting the Geographical Expenditure Expense return - every six months;
• Organising incoming and outgoing Corporate Services visits and conferences, including arranging accommodation, travel and meetings;

Procurement/Compliance (50%)

• Support teams to improve their financial and compliance scores (FPCI), by helping them to resolve problems with purchase orders and invoices on the Prism Finance system;
• Initiate, follow up and manage Data Protection and other returns ;
• Maintain the Gift Register, recording details of all gifts and hospitality;
• Administrative support for ongoing tenders and market testing exercises for goods and services, including contract filing, compiling data, working with the Pretoria procurement hub;
• Coordinating updates to the Purchasing Hierarchy on the FCO Prism Finance system. 

Roaming duties (20%)

Provide flexible cover in other Corporate Services teams during staff absences or vacancies, focusing on general administrative duties.

Resources managed:  Corporate Services travel and entertainment budget.

Learning and development opportunities (and any specific training courses to be completed):

The British High Commission provides in house training courses through the year, and offers training courses at regional hubs in Pretoria and Dubai.

Leave:

Members of staff are entitled to paid annual leave, which is earned, from the day they commence employment. Entitlements are as follows:

• Grade A2 - 25 days
• In addition to annual leave, the BHC normally observes no fewer than 9 and no more than 14 Kenyan and British public and religious holidays in a year. These vary from year to year and are at the discretion of the High Commissioner. A list of holidays is published each year.

Working Patterns:

36.25 hours per week