View Vacancy – BK – Head of Corporate Services, SEO

Main purpose of job:

The British Embassy Bangkok is a large diplomatic mission of around 150 staff delivering a dynamic and rapidly expanding programme of activity in support of the UK’s objectives including on economic and sustainable development, trade, security, open societies, consular services and law enforcement. This is an exciting opportunity to join our diverse team.  
 
The Head of Corporate Services (HoCS) is responsible for leading, managing and providing strategic direction to Corporate Services Team. This role directly manages the Finance, Human Resources, Security, Logistics, Protocol, Procurement and Estates functions within the team.  The jobholder will also lead on strategic organizational and corporate issues, in Thailand, regionally, and with the Foreign Commonwealth and Development Office (FCDO) in the UK.   Manage and give support and policy direction to the senior leadership and the Corporate Services team as well as ensuring that Corporate Services engages appropriately with the FCDO egional hub and the UK.

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

Team Leadership and Management (30%)

• The Head of Corporate Services will report directly to the Deputy Head of Mission (DHM) and have oversight of the wider Corporate Services team of 28 members, while influencing at a senior level and providing leadership, direction, guidance and support to enable Corporate Services to deliver high quality results effectively.
• Continuously review business processes to identify and develop new ways of working and deliver a more effective, efficient, and professional operation.  Formulating and launching initiatives to drive first class customer service.
• Able to exercise good judgement and make independent decisions to make His Majesty’s Government (HMG) compliance guidelines ‘fit’ the local context without compromising quality or compliance.
• Demonstrate a sophisticated understanding of different leadership styles and the ability to flex leadership style depending on the situation. To act as a coach and a mentor to the whole of the Corporate Services Team, empowering individuals to take responsibility for their own areas of expertise.

Finance and Budget Management (20%)

• Lead on oversight of financial operations for the Bangkok Embassy, including responsibility for the local budget (£1.7 m) and local transaction processing ensuring adherence with audit requirements.
• Lead on management and reporting against the Embassy budget directly to HMA in accordance with corporate policies to ensure on-budget expenditure and value for money.
• Act as an expert advisor to Senior Finance Officer to ensure spend is within designated allocation and adheres to FCDO finance policies. Ensure that all financial policies and processes are communicated, understood, and followed by all staff.
• Management of purchasing/contracts in close partnership with the regional HR, finance and procurement hubs and the Global Processing Transaction Centre (GTPC) based in Manila.  Ensure full use of self-service access to corporate services and regionalised services.

Corporate Leadership and Change Management (15%)

• Support to His Majesty’s Ambassador (HMA) and senior management to prepare for and lead change programmes such as the implementation of FCDO global initiatives and regionalisation programmes.
• Participate in Corporate Committees to ensure that they support the FCDO corporate agenda, reflect best practice and guidance and meet any budgetary responsibilities.

Stakeholder Management (10%)

• Collaborate with the DHM to provide up to date and comprehensive corporate guidance and communicate changes in guidance to ensure all staff have the tools they need to do their job.
• Manage relationships with the Estates and Security and Network Directorate (ESND) and the local facilities management service provider (JLL) ensuring health and safety and security compliance for the needs of all staff in the office, diplomatic dependants in officially provided accommodation, as well as HM the Ambassador’s Residence.
• Lead on joint working with regional teams and Partners Across Government (PAGs) on all issues relevant to their operations in Thailand (e.g. seeking operational exceptions from HQ on memorandum of understanding, solving payment issues, etc.).

 Human Resources (10%)

• Oversight of HR Services and the overall strategy, purpose, and vision for a diverse team of approximately 150, including close liaison with the Regional HR Hub on the implementation of HR policies and procedures.
• Serve as point of escalation to Corporate Services Manager – Operations Lead in management of HR and staffing matters including policies and practices related to employment terms, pay and benefits, pay reviews, performance management, ensuring compliance with local employment legislation as well as the  implementation of HR policy and the driving of best practice in the management and development of staff.

IT (5%)

• Oversee the IT team (which is part of Corporate Services), to improve the technology infrastructure for staff, supporting the  prioritization of work requests and budget management.
• Lead in efforts as part of the Information Management team to ensure that all Embassy online data is classified and stored appropriately.
• Support further innovation in customer service delivery, promoting continual improvement in IT support and across the wider operations.

Security & Estates (5%)

• Oversee the Security team together with Regional Overseas Security Manager (ROSM) on day-to-day security and ensure emergency procedures (fire and bomb procedures etc.) and health and safety processes are up to date, communicated and understood by all staff.  Oversee the implementation of any security recommendations relating to the Embassy.
• Lead in partnership with JLL and the Technical Works Service officer (TWS) to ensure that UK and local standards are met through planned and reactive maintenance and in compliance with corporate procedures, including local and UK health and safety regulations and policy.

Crisis Logistics (5%)

• Serve as Crisis Logistics Team Lead implementing quarterly crisis logistics’ process and equipment checks to ensure crisis preparedness.
• Ensure cross training within Corporate Services roles to provide resilience within the teams and across the region.
• Own Embassy Business Continuity Plan, ensuring it is updated accordingly.

Other 

In times of peak operation demand, work flexibly within the Section and within the Embassy 
 
All staff will be expected to make a corporate contribution to the smooth running of the British Embassy, either through a committee membership or another voluntary role.

Resources managed (staff and expenditure): 

This role has primary oversight of the local budget reporting to the DHM/HMA and is responsible for allocating, monitoring, and controlling resources within the local budget.  The role also needs to advise on the use of the other PAG budgets e.g., inform PAGS new to platform on division of budget responsibility, proper procedures on financial transactions, update on financial changes to the Embassy platform.   A significant element of the HoCS role is management of employees. This includes responsibility for achieving goals, performance management and employee development.  Responsible for leading the Corporate Services team’s performance against agreed targets while ensuring they are motivated and feel supported and empowered. 
The HoCS coordinates work in Corporate Services as well as across other sections (Residence team, JLL, and ESND).  The jobholder will need to plan and monitor projects with facilities management and estates teams and provide leadership guidance to the Residence team to facilitate team building, spending activities and recommend cost-effective actions to achieve value for money as well as sustainability.

Examples of aspects of the role where leadership should be demonstrated:

• Corporate change such as County Based Staff terms and conditions  cross cutting policies.
• Developing and disseminating learning sessions for Embassy wide participation which includes developing communications and reference materials for new FCDO service platforms.
• Meeting with different sections regularly to discuss corporate issues and gather concerns and thoughts to formulate solutions, own any action plans flowing from these discussions and to monitor subsequent change.
• Oversight of the wider Corporate Services team consisting of 29 staff members (13 CS core roles at different grades , 2 IT Staff, 6 Drivers, 4 Residence Staff, 4 Gurkhas security guards. Direct line management responsibility for 4 staff

• Professional qualification in management, Finance or Human Resources welcome, but not essential depending on experience (see below).
• Seven years corporate management experience with direct involvement in HR and/or Finance policy and implementation.
• Relevant financial or operations experience with evidence of extensive budget management responsibility
• Ability to assess and interpret financial data and report to a variety of stakeholders.
• At least five years’ experience in successfully managing a diverse team.
• Experience in international roles demonstrating strong customer focus.
• Able to cultivate a highly effective team through a clear understanding of the importance of ensuring team members feel supported and are growing professionally.
• The ability to lead and manage staff and stakeholders through change, managing expectations and competing priorities and communicating constructively about change.
• Able to keep an eye on the big picture and ensure that team resources are distributed appropriately at every level.
• Excellent interpersonal and communication skills, tact, discretion, and an ability to deliver consistently across a broad range of responsibilities.
• Personal drive and the ability to be a self-starter as well as team player.
• Understands the importance of building a strong business network throughout the FCDO as well as with external partners as part of driving work efficiencies.
• An understanding of government resources and the need to deliver value for money whilst acting within regulatory controls.
• Ability to use own judgement to solve problems effectively where guidance may be ambiguous, knowing when to make independent decisions or seek input from policy holders where necessary.
• Ability to work with contacts and colleagues at all levels
• Ability to apply a high level of ethical and moral standards to their everyday work and interactions with colleagues and peers.
• Flexible, resilient under pressure and decisive with a proven track record of delivering results to a high standard within tight deadlines.
• Excellent proficiency in Microsoft Office, particularly Microsoft Excel, with experience of Teams.

Language requirements: 

Language: English

Level of language required: fluent in speaking and writing