View Vacancy – SRJ – Corporate Services Assistant (AA)

The British Consulate General Jeddah has a vacancy for Corporate Services Assistant, job grade Administrative Assistant (AA), on a fixed term contract for one (1) year, with the possibility of renewal.

The jobholder will support the Corporate Services Manager (CSM) in estate and transportation matters. A large part of the role involves balancing routine activities with ad hoc tasks, including but not limited to, estate and transport management, compliance with health and safety policy (HSP), and effective engagement and management of the estate and transport teams for an efficient and timely delivery of services.

Duties and responsibilities:

• Daily management of the estate, accommodation, and assets: Implement preventative maintenance schedule and maintenance requests with maintenance staff. Communicate tasks to cleaning staff, e.g., accommodation bookings, meetings, etc.
• Engage with external contractors and consulting with any on site to ensure they conform to our HSP regulations.
• Manage accommodation and transport bookings: Monitor fuel coupons, provide schedules to the relevant people, schedule vehicle maintenance, ensure accommodation is prepared for guests.
• Line management of four (4) Drivers and four (4) facilities management contracted staff to effectively maintain the estate. Consult with the Technical Works team on estates issues. Work within UK Health & Safety Regulations. Report directly to the CSM.
• Monitor inventories, stock control, and supply of estates/ accommodation goods and equipment. Ensure that residential domestic floats are in place.
• Day-to-day operation of the Consulate General’s inventories/ registers, including maintaining the online system for maintenance requests and analyse areas for improvement; log payments and receipts against work requests; manage monthly billing activities; manage domestic floats, workshop inventories, accident records, petrol coupons, etc.
• Liaise on official events, working with the CSM, event organisers, and stakeholders to ensure Consulate General and wider Foreign, Commonwealth and Development Office (FCDO) regulations are adhered to.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future and this would be at the discretion of the line manager or head of section. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Consulate General’s emergency planning and any other response to a crisis. 

Key behaviours required:

• Working Together – Proactively contribute to the work of the whole team and remain open to taking on new and different roles. Get to know your colleagues and build supportive relationships. Listen to alternative perspectives and needs, responding sensitively and checking understanding where necessary. Ask for help when needed and support others when the opportunity arises. Be aware of the need to consider your own wellbeing and that of your colleagues. Understand that bullying, harassment, and discrimination are unacceptable.
• Changing and Improving – Review ways of working and suggest improvements, including how to make full use of new digital technologies. Learn new procedures and help colleagues to do the same. Query any issues that arise from changes in a suitable way. Respond in an effective and appropriate manner when emergencies arise.
• Delivering at Pace – Always work with focus and pace to get the job done on time and to a high standard. Follow the relevant policies, procedures and rules that apply to the job. Use own knowledge and expertise to organise work. Keep focused on delivery and take responsibility for the quality of work produced. Keep a consistent level of personal performance. Keep managers and stakeholders updated on how work is progressing.
• Managing a Quality Service – Gain a clear understanding of customers’ needs and expectations. Plan, organise and manage your own time to deliver a high quality service which gives taxpayers a good return for their money. Act to prevent problems by identifying issues, reporting them, and providing solutions. Keep customers and all colleagues up to date with progress. Show customers where to access relevant information and support that will help them to use services more effectively.

Eligibility:

• The successful candidate must already have the right to work and reside in Saudi (iqama).
• The successful candidate will be required to transfer their visa under the Embassy’s/ Consulate General’s sponsorship.

• Relevant work experience, ideally for at least two (2) years, and with direct involvement in Estates, Logistics, operational management/ programme management, and overseeing teams to deliver outcomes.
• Ability to follow strict/ complex procedures. Excellent organisational skills, including ability to organise and prioritise workloads, organise records, meet deadlines, and maintain close attention to detail.
• Demonstrates initiative, adaptability, and the ability to work flexibly both in a small team and individually. Ability to work independently and react calmly to situations that may arise, without constant supervision.
• Customer service skills. Demonstrates courtesy and consideration when dealing with all stakeholders. Discretion in handling sensitive matters.
• Excellent team management skills. Resilient, and flexible, and demonstrates a ‘can do’ attitude.
• Good interpersonal skills and team player with willingness to work across boundaries. Ability to work collaboratively and effectively with contacts and colleagues.
• Problem solving and analysis skills, and resourcefulness in solving problems. Ability to anticipate and take action to avoid problems or fix them, and to use information and experience to solve problems effectively.
• Effective communication skills in English, both written and spoken. Ability to express ideas and messages clearly and concisely.
• IT skills and proficiency in using MS Office tools (Excel, Word, PowerPoint, Outlook, Teams).