View Vacancy – WS – Commonwealth Head of Government Meeting (CHOGM) Admin Officer, AO

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

• 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.