Corporate Services Executive, Grade

Job Description (Roles and Responsibilities) 1

**Main purpose of job**:
As a member of the Corporate Services Team, to ensure support to Protocol, Events, IT, Finance and office administration, as well as lead on Transport. Cover for other Corporate Services Officers when they are on leave.
- We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business._

**Roles and responsibilities / what will the jobholder be expected to achieve?**:
**Protocol (30%)** - You will support the Corporate Services Officer in all matters related to protocol and management of Government contacts. You will assist the Protocol Officer with necessary paperwork required for protocol permissions and support in developing and maintaining good relations with key government contacts in protocol, the airport, customs and the police. Assisting the Corporate Service Officers, you will:

- Prepare documentation during arrival and departure of UK based staff including Visas, diplomatic ID cards, bank formalities etc.
- Track and maintain Notes for The Ministry of External Affairs and other protocol records and files.

**Transport (30%) - **You will be responsible to maintain Post transport diary ensuring that driving duties are fairly and equally distributed and completed, monitor maintenance of all Diplomatic vehicles, manage external vehicle hiring service contracts to ensure best value for money. Specifically, you will:

- Maintain transport booking system for Post ensuring drivers are kept aware of bookings.
- Liaise with staff ensuring suitable transport is provided as and when required.
- Maintain external stakeholder database for rental cars and organise hired vehicles.
- Liaise with the drivers to ensure official vehicles are in good working order and services are up to date.

**Finance (20%) - **You will support the Corporate Services Team in completing all finance related transactions. Specifically, you will:

- Manage the Chennai Finance mailbox.
- Liaise with respective Corporate Services Officers to obtain invoices and forward to Delhi Finance team.
- Follow up with Delhi finance team to ensure payments are released and update tracker.
- Collate and process GST refunds on the portal including submitting hard copies at the GST Bhavan.
- Creating invoices for income generation events held at post, follow up for payments and updating the tracker.

**Reception and Office Administration (10%) - **You will provide visitor management support and manage calls. Specifically, you will:

- Welcome visitors to the reception area, establish their identity and provide required assistance.
- Attend to incoming and outgoing calls, conduct active screening of calls prior to passing them to others.
- Handle Consular walk-ins and queries.
- Assist the fleet team manage incoming and outgoing couriers and manage BDHC Chennai’s mailbox.

**Events & Residence (10%)** - You will work closely with other departments in the Mission to deliver events, maximising the use of the residence. Assisting the Corporate Service Officers, you will:

- Track and maintain record of contacts used by CS team to manage and promote hiring of residence for events.
- Any other adhoc duties as assigned by line manager.

**Resources managed** (staff and expenditure):
You will have line management responsibilities for two staff in the transport team. You will effectively manage their performance, behaviour and annual and sick leave.

**Language requirements**:
**Language**:English is essential, and knowledge of Tamil is preferred. A written English test will be taken prior to interview.

**Level of language required**: English - excellent written & speaking required.

**Learning and development opportunities **(and any specific training courses to be completed)**:
You will have access to a wide range of learning opportunities provided by the Foreign and Commonwealth Office.

**Working patterns**:
**Any other information (or specific local Post requirements)**:
The British Deputy High Commission in Chennai is an office of 28 people with a focus of supporting UK trade and investment, but also covering prosperity, consular matters and bilateral issues. We help deliver successful Ministerial, parliamentary, and business visits, both of Indians to the UK and vice versa.

The Corporate Services team with the BDHC Chennai is part of the UK government’s pan-India Corporate Services Team which ensures the smooth and efficient running of the British High Commission network in India. The pan-India team provides a range of services to all our Posts in India, which includes representatives from around 17 UK Government departments and bodies working out of shared offices. Our services include Human Resources, Visits & Movements, Finance, IT, Transport, Mails & Diplomatic Bags, Estates and Procurement and Protocol. Our services are delivered within Foreign & Commonwealth Office (FCO) rules and guidance, with