Office Support Manager

By /
  • Full Time
  • Lusaka

British High Commission

he British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Foreign, Commonwealth and Development Office (Operations and Corporate Services)

Corporate Services Support

Main purpose of job:

Within the Corporate Services Team the Office Manager is responsible for ensuring that BHC front-line delivery teams have effective office facilities and HR support they need to deliver the High Commissions business priorities and goals in Zambia whilst ensuring compliance with central Foreign, Commonwealth and Development Office policies and processes.

The role collaborates with diverse stakeholders including the Human Resources and Procurement Hubs in Pretoria and/or in UK, Legal Advisor and contractors ensuring high quality office and Human Resource support and awareness.

Roles and responsibilities:

Reporting to the Corporate Services Manager, this post will include, but not be restricted to, the following duties and responsibilities:

Office Support and Compliance (35%)

  • Lead on the provision of administration activities to support the mission.
  • Supervising and monitoring the work of administrative staff and managing the administration activities of the Office Management team, including organising meetings and meeting facilities.
  • Manage the Office Management budget, ensuring accurate, realistic, and timely budget forecasting and monitoring of spend against submitted forecasts.
  • Monitoring office and stationery supplies and overseeing the replenishment as required.
  • Coordinate the Information Management function at the mission, working with respective teams and ITSO to ensure data is stored securely, promoting compliance by increasing awareness on information management learning and practices.
  • Effectively coordinate all corporate returns such as the CS contribution to the annual Management Assurance Process return and 1HMG change requests through engagement with the CS teams and ensuring responses are provided within set deadlines.
  • Oversee the maintenance of the BHC Lusaka organogram, phone list, call tree list and other information sources, ensuring that these are constantly updated and shared to the wider office monthly.
  • Provide support to the business continuity and crisis management plans as required.
  • Undertaking other duties as assigned and agreed by the Corporate Services Manager.

Line Management (25%)

  • Supervise and manage the Office management staff i.e. IT Support Officer, Administration Officer/Receptionist and Office Assistant; ensuring that the three staff have clearly defined, challenging performance and development goals to strengthen their capacity to effectively deliver the Business support functions assigned to them. Coaching and Mentoring

Procurement and Contract Management (25%)

  • Oversee the Procurement and Contract Management functions under Office Management ensuring that all processes adhere to the procurement and contract management guidelines in the BHC Procurement Manual.
  • Effective management of all contracts held by the office management team; planning and executing activities which adhere to the Contract Management principles, making sure Key Performance Indicators (KPIs) are clear and used as the metric to inform the agenda for all contract performance management meetings.
  • Facilitate the efficient running of the local staff pension and Provident Fund scheme and act as key liaison and Contract Manager.
  • Actively assist staff welfare and medical support, manage tenders and payments and act as key liaison and contract manager for medical service providers. Ensuring all staff are informed about their medical insurance benefits and service providers applicable to the scheme, getting feedback on the services and managing the contract effectively.

HR Management (15%)

  • Collaborating with the HR Hub in Pretoria, provide HR management support and guidance to the office, offering advisory services to all corporate committees on improving engagement and delivery on People issues.
  • Ensure HR planning requests i.e. workforce planning or related requests are completed accurately.
  • Oversee recruitment and induction processes at post, supporting hiring managers during the recruitment process e.g.  Post adverts locally, set up interview facilities, and maintaining personal records; ensuring a standardised approach to induction for new staff i.e. all new joiners have an induction programme, induction pack and that an induction checklist is signed off to complete the process.
  • Coordinate the on-boarding processes for new CBS and UKBS, working with the Line Manager, CLO, IT Support Officer and Security Manager).
  • Collate monthly in-year performance award nominations as submitted by team leaders for approval by the DHM(Ops) ensuring letters and vouchers are in place.
  • Periodically lead the updating of the local staff TACOS handbook in collaboration with the HR Hub in Pretoria, Legal Advisor, and CBS ExCo making sure that key policy changes in the local employment laws are reflected.
  • Ensure up to date details of incoming and departing UK-Based staff are provided in advance of the Post Housing Committee to ensure the Estates Team/CS can cater for new arrivals and departures as per 1HMG Service Level Agreements.
Resources managed (staff and expenditure):

  • Three(3) staff
  • Office Management budget

  • Academic qualification in Business or Public Administration, or Office management
  • A minimum of 4 years experience in Office Administration or management
  • At least 3 years experience in line management
  • Experience in managing budgets
  • Proficiency in Microsoft Word, Excel and outlook

  • Affiliation to the Zambia Institute of Human Resources Management

Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together

25 July 2024

Executive Officer (EO)

Permanent

36 hours

Africa

Zambia

Lusaka

British High Commission

1

ZMW 25,879.17 (monthly)

1 October 2024

Learning and development opportunities (and any specific training courses to be completed):

The British High Commission offers a comprehensive induction programme, including but not limited to on the job training, online support, mentoring and coaching and formal classroom based learning.

Working patterns:

This is a full time position. Flexible working hours are subject to line manager approval

  • Please complete the application form in full as the information provided is used during screening.
  • Please check your application carefully before you submit, as no changes can be made once submitted.
  • The British High Commission will never request any payment or fees to apply for a position.
  • Employees recruited locally by the British High Commission in Lusaka are subject to Terms and Conditions of Service according to local employment law in Zambia.
  • All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
  • The responsibility lies on the successful candidate to:
  • Obtain the relevant permit
  • Pay fees for the permit
  • Make arrangements to relocate
  • Meet the costs to relocate
  • The British High Commission do not sponsor visas/work permits except where it may be local practice to do so.
  • Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
  • Information about the Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles. Please note:  AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
  • Reference checking and security clearances will be conducted on successful candidates.
  • Appointable candidates who were unsuccessful may be placed on a ‘reserve list’.  If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate”.

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