OFFICIAL

JOB SPECIFICATION

This form is intended as the job description for the position / jobholder.

Job Title/Position Code[lp1] / Corporate Services OfficerAPD.SH.CST.A2(L).2.1
Section / Corporate Services / Post / British Consulate-General Shanghai
Line Manager Position[lp2] / Corporate Services Manager / Jobholder Grade / A2(L) /
Jobholder Start Date / Normally in 30 days (negotiable) / Duration of Employment / Permanent /
Duration if Fixed-Term/Short-Term
JOB OPEN TO[lp3]
Chinese Nationals only
British Nationals, spouses and partners of diplomats (all nationalities) who are ‘W’ visa holders.
Both of the above
MAIN PURPOSE OF JOB[lp4]
The position is one of two Corporate Services Officer positions in a busy Corporate Services section, providing administrative and logistics functions to an office of around 90 staff.
The role will involve managing the office petty cash, dealing with China customs office on diplomatic shipment clearance, dealing with local authorities in diplomatic vehicle import and registration, supporting the Corporate Services team in providing services to staff, and acting as liaison with Corporate Services. The jobholderwill also be expected to cover for the other Corporate Services Officer and handle some HR, payroll issues and protocol tasks.
The successful candidate will need to demonstrate that s/he has the skills to deliver high level corporate services, to build and maintain contacts with relevant local authorities and adapt to changing priorities within the team. Good team work, interpersonal and communication skills and problem solving skills are also essential.
ROLES AND RESPONSIBILITIES [lp5](What will the jobholder be expected to achieve?) / Approximate % of time
Residual Finance & Corporate Services Centre Liaison
  • Act as the custodian for the post cashbox.
  • Process staff claims, issue cash advances, reconcile cashbox accounts on weekly basis and send reports to the Regional Corporate Services Centre for top-up.
  • Collect and arrange sterling cheques and forward documents to the Regional Corporate Services Centre for processing on a monthly basis.
  • Weekly bank run to deposit cash and collect cashbox topups.
/ 35%
Customs Lead
  • Prepare customs declaration forms for incoming/outgoing diplomatic shipment and personal effects.
  • Liaise with logistics contractors on delivery and dispatch of diplomatic shipment.
  • Assist with the arrangement of weekly outgoing and incoming diplomatic bags, if the officer in charge is on leave.
/ 25%
Transport Pool Administrator
  • Manage official transport and drivers.
  • Manage the regular service, repair and replacement of official vehicles.
  • Administer quarterly topping up of petrol cards.
  • Assist UK-based staff in registering and de-registering diplomatic vehicles.
/ 20%
Mobile Phone Administrator
  • Manage official mobile phones, mobile phone bills, telephone line and broadband lines. Acquire/cancel mobile phone SIM cards.
  • Assist the IT Support Officer in the procurement, installation and service of machinery and equipment that is not covered by the outsourced facilities management company.
/ 5%
Corporate Credit Card Administrator
  • Assist staff in applying for local corporate credit cards and canceling cards for departing staff.
  • Collect credit card logs and send spreadsheet to the Regional Corporate Services Centre on a monthly basis.
  • Act as a liaison between cardholders and the bank on issues such as loss reports and credit limit uplift, etc.
/ 5%
Other Corporate Functions
  • Assist in other embassy activities as required by the Corporate Services Team or as directed by the Corporate Services Manager.
  • Act as Assembly Point Officer in case of emergency evacuation. Also act as a member of the logistics team during a crisis.
/ 5%
Absence Cover
  • Cover for absence of fellow Corporate Services Officer on HR process, liaison with local authorities on staff, protocol issues and payroll issues.
/ 5%
RESOURCES MANAGED [lp6](Staff and Expenditure)
2 x S1 Drivers
KEY COMPETENCES [lp7]REQUIRED FOR THE JOB (Maximum of 6 competences)
Refer to the local website for more information on these specific competences.
Competence 1: Changing & Improving / Competence 4: Delivering Value for Money
Competence 2: Managing a Quality Service / Competence 5: Delivering at Pace
Competence 3: Collaborating & Partnering / Competence 6: Demonstrating Resilience
KEY SKILLS, EXPERIENCE, QUALIFICATIONS REQUIRED
LANGUAGE [lp8]/ COMMUNICATIONS
ENGLISH / OTHER LANGUAGES
English / Spoken / Fluent / English / Spoken / Fluent
Written / Fluent / Written / Fluent
Other
Language Requirements
OTHER SKILLS, EXPERIENCE & QUALIFICATIONS[lp9]
Essential on Arrival /
  • Strong IT skills in MS Office (e.g. EXCEL), database and accounting software (e.g. Oracle/Prism)
  • Previous experience in customer services or a general office support role

Desirable
VISA, PASSPORT AND SECURITY CLEARANCE RESTRICTIONS (As necessary to perform the role)
Visa/Passport Requirement[lp10] / Choose an item.
Specify other Visa / Passport requirements
Security Clearance / Official /
WORKING PATTERNS
Employment Type / Full-time Employment / If Part-time: FTE or Required Hours per Week
Other details of working patterns, and/or options for flexibility.
OTHER INFORMATION[lp11]
General Conditions of this Job[lp12]
We are an equal opportunities employer, dedicated to inclusivity, a diverse workforce, and valuing difference.
We offer a competitive package, which includes basic salary, performance related bonus scheme, good leave entitlement and insurance plan etc. The gross starting salary for this position before all deductions is RMB 9850/ month for Chinese Nationals. We also offer excellent development opportunities and a 22 day annual leave entitlement in pro rata. The successful candidate will be employed under locally employed staff conditions within the British Embassy. Conditioned working hours is 35 hours/week from Monday to Friday and flexible working can be arranged upon personal needs. For more details on our Total Rewards Package, please visit our website:
Staff recruited locally by the British Consulate General Shanghai are subject to Terms and Conditions of Service according to local Chinese employment law.
To apply, please accomplish the Job Application Form which can be downloaded from and send to
Deadline for submission of applications is on 14th November 2014, 17.00 (China Standard Time).
Only short-listed applicants will be contacted regarding the next phase of the selection process. To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.

ASIA PACIFICOFFICIALP a g e| 1

[lp1]HR Provides Position Code

[lp2]Don’t put the name of line manager, but the job title and grade only.

[lp3]Please tick properly based on actual needs.

[lp4]Identify the primary purpose of the job: level of responsibility/accountability, enabling environment, internal/external focus of the job, key impacts on achieving corporative objectives etc.

[lp5]Present in order of importance a summary of key results followed by a breakdown of sub duties &responsibilities which clarifies the nature of the specific contribution of the position and expected results of the function. Do not be activities or task-specific. It is advisable to limit the job description to five expected results.

[lp6]Think of the job grade and allocate the appropriate resources to be managed accordingly. Please put ‘NIL’ if no line management responsibility and resource management.

[lp7]Describe 4 to 6 key competencies needed to achieve the expected results. These competencies should be linked to Civil Services Competence Framework.The applicants will be asked to provide evidence for these competencies in their Job Application Form by referring to this list.

[lp8]Indicate proficiency required on language.

[lp9]Please describe the qualifications required to perform the duties of the position. For example accounting licenses for a finance role; project management certificate. Please list here any requirement on professional knowledge.Please indicate here any requirement on experience in a substantive area, such as website editing experience in governmental organisations, Research experience in academic institutes, rich experience in translation etc

[lp10]HR provides Visa/Passport requirement

[lp11]Typical examples like requirement on frequent travels, starting as soon as possible, job share is acceptable etc…

[lp12]HR will provide the salary level, working hours etc. Please leave it blank