SRJ - Corporate Services Assistant (AA)

Job Description (Roles and Responsibilities)

The British Consulate General in Jeddah has a vacancy for Corporate Services Assistant for a fixed-term contract for two (2) years.

The jobholder will support the Corporate Services Manager in all estate and transportation matters. A large part of the role involves balancing routine activities with reactive tasks that occur daily, including but not limited to, estate and transport management, compliance with health and safety policy, 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: Implementing the preventative maintenance schedule and daily maintenance requests with maintenance staff. Communicating reactive tasks to cleaning staff, e.g., villa 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 villas are prepared for guests.
• Line management of four (4) Drivers and four (4) facilities management contracted staff to effectively maintain estates and office. Consult with Technical Works team on estates issues. Work within UK Health & Safety Regulations. Report back to the Corporate Services Manager (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 filing system for maintenance requests and analyse areas for improvement; log payments and receipts against work requests; management of domestic floats, workshop inventories, accident records, petrol coupons, etc.
• Liaise on all official events in the compound, working with the CSM, main organisers, and stakeholders to ensure Consulate General and wider Foreign, Commonwealth and Development Office (FCDO) regulations are adhered to.
• Deputise when required for the CSM in their absence.

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. 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 Embassy’s emergency planning and any other response to a crisis.

Key behaviours required:

• Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
• Changing and Improving - Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback.
• Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
• Managing a Quality Service - Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs.

Eligibility:

• The successful candidate must be able to secure a local residence and work permit in Saudi (iqama) OR already have the right to work and reside in Saudi.
• The British Consulate General provides visa sponsorship. The successful candidate will be required to transfer their visa under the Consulate Generals sponsorship

Essential qualifications, skills and experience

• 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).

Desirable qualifications, skills and experience

• Previous experience in transport management for either public or private sector
• Familiarity with UK and health and safety laws.
• Familiarity with FCDO and/ or UK government/ public sector processes and policies on finance/ procurement.
• Familiarity with Oracle-based applications for finance/ procurement.
• Arabic language skills, both written and spoken.

Required behaviours Changing and Improving, Delivering at Pace, Managing a Quality Service, Working Together Application deadline 5 May 2024 Grade Administrative Assistant (AA) Type of Position Full-time, Fixed Term Working hours per week 35 Duration of Post 24 months Region Middle East & North Africa Country/Territory Saudi Arabia Location (City) Jeddah Type of Post British Consulate General Number of vacancies 1 Salary Currency SAR Salary 6,921 Start Date 23 June 2024 Other benefits and conditions of employment

The Consulate General is a fantastic place to work with a real collegiate and supportive environment. Regular staff events are run, such as Thursday breakfasts, all staff days (most recently a mangrove planting activity was conducted at KAEC), as well as other ad-hoc events (self-defence training, carbon literacy training, etc.) and Consulate-wide events (such as the annual King’s Birthday Party). Staff also have the opportunity to use the Consulate’s facilities, such as swimming pool, gym, and squash court.

The Consulate General aims to offer an attractive working environment and remuneration package for this role.

Monthly salary details:

• Base Salary - SAR 5,137
• Housing Allowance - SAR 1,284 (subject to eligibility)*
• Travel Allowance - SAR 500 (subject to eligibility)*
• Total - SAR 6,921

• Allowances are not payable to staff who receive official provision for such expenditure in some other form. Spouses/ Dependents of UKBS officers working at the Embassy/ Consulate General are not eligible to Housing or Travel Allowance.

No accommodation nor relocation expenses are payable in connection with this position.

This position is full-time, based on 35 hours per week. Normal working hours for the Embassy/ Consulate General are from 08:00 to 15:00 from Sunday to Thursday, with core working hours from 10:00-15:00. Core working hours is the period of the day that employees are required to be at work. The working day outside of the core hours is a flexible period, which allows employees to choose when they work, subject to operational needs.

The jobholder will be required to be flexible in their approach to hours worked as these will be dictated by operational needs and may involve working out of hours (evening/ weekend). Flexible working arrangements may be considered based on operational requirements and agreement with the line manager, and in line with FCDO and Embassy/ Consulate General policies.

The successful candidate will be subject to a 90-day probationary period.

The successful candidate will be required to transfer their iqama under the Embassy’s/ Consulate General’s sponsorship.

Additional information

How to apply:

Interested candidates must include with their online application form

1) an updated Curriculum Vitae (CV);

2) a covering letter/ motivation essay stating how you meet the requirements of the role; and

3) specific examples, in the relevant sections of the online application form, of how you meet the key behaviours required.

Applications that do not include these information will not be considered.

The closing date for applications is at 23:55 KSA local time on 05 May 2024.

Applications received after the stated deadline will not be considered.

Internal candidates (i.e., those who are currently employed by the British Embassy Riyadh/ British Consulate General Jeddah) applying for this position should consider informing their current line manager upon submission of their application.

Due to the large number of applications we receive, only those shortlisted for the next step in the recruitment process will be contacted.

Appointable candidates who were unsuccessful at interview may be placed on a ‘reserve list’. If during the reserve period of six (6) months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

The start date mentioned in the advert is a tentative start date and the successful candidate will be required to undergo security-vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances and reference checks.

The recruitment process, including security clearance, is expected to take around 2-3 months. The security clearance process includes checks available in country and in the UK, dependant on the security level required for the role and the candidate’s profile and UK footprint. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption.

The British Consulate General Jeddah is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Consulate General is subject to Terms and Conditions of Service according to local Saudi Arabia employment law.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.