Job Description
The British Embassies in Abu Dhabi and Dubai have a vacancy for a Corporate Services Officer, on a fixed term contract of two (2) years.
The key element of this role is to work alongside the UAE Corporate Services Management Team, offering support across a range of services in Estates, Finance and Procurement, HR, IT, and Government Relations/ Protocol. You will provide office management to the Director of Corporate Services (DCS) and Deputy Director of Corporate Services (DDCS). You will also be responsible for administrating a range of cross-cutting processes which support the effective delivery of Corporate Services and the running of a large team. Good organisational and communication skills and attention to detail are essential requirements for the job. The successful candidate will also need to demonstrate strong interpersonal skills as well as resilience in a busy and demanding work environment.
The jobholder will need to attend both Abu Dhabi and Dubai on a regular basis, but the exact permanent location and the number of days spent at each post will be agreed with the jobholder. They will, however, provide support to both posts regardless of their permanent location and regular travel between the two posts is required.
Your main responsibilities in this role include the following:
Duties and Responsibilities
Provide office management support to Corporate Services Management Team to ensure efficient and effective organisation of the wider section, including by supporting shared inbox management, organisation of meetings, minute taking, circulation of communications, etc.
Monitor and oversee enquiries from Corporate Services customers, delegating to the appropriate Heads of Sections.
Gather information on Corporate Services Service Level Agreements (SLAs), customer queries, tracking team expenses, and create management information reports for DCS and DDCS.
Manage and own information content on both SharePoint and MS Teams available to customers.
Ownership of Corporate Services Charter, publication of a bi-weekly newsletter, and departmental mandates involving collaboration with Department Heads.
Responsibility for updating the Corporate Services staff list and organogram. Ensure that the Corporate Services telephone tree is accurate to support crisis-related activities, including collaborating with wider Embassy Heads of Section.
Central office management and tracking of departmental Learning and Development (L&D), annual leave approval, tracking and welfare requirements for the Corporate Services department reporting to DCS/DDCS.
Assist with review and reporting of ongoing compliance in line with audit requirements, produce update reports on progress, and support implementation of change initiatives.
Manage delegated change improvement projects with oversight from DCS and DDCS.
Assist in identifying areas for improvement across Corporate Services function to develop new and innovative ways of working as one platform.
Undertake other Corporate Services-related tasks allocated by the DCS and DDCS.
Job Requirements
Applications will only be considered from those who are currently residing in the UAE and with a current and valid UAE resident visa.
Applicants will be asked to provide evidence of their UAE resident visa/ Emirates ID as part of their application.
Applicants must be able to obtain a valid UAE police clearance certificate.
Essential qualifications, skills and experience
At least two (2) years’ experience working in an office management or executive assistant role.
Holds a degree level qualification or equivalent workplace experience.
Excellent customer service skills, with a key focus on communication (both written and oral) in English. Able to express ideas and messages clearly and concisely.
Strong organisational and analytical skills. Ability to organise and prioritise workload, organise records, and meet deadlines and changing priorities whilst maintaining close attention to detail and without compromising the quality of the work.
Team player, with proven ability in collaborating and supporting others to deliver results whilst also capable of working on their initiative and adapting to changing priorities.
Demonstrates courtesy and consideration in dealing with all stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
Very good level of IT skills and proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).
Previous relevant experience either in an embassy/ foreign diplomatic mission or an international organisation, and/or in the delivery of Corporate Services.
Experience producing management information reports.
Familiarity with SharePoint and with using Oracle-based systems.
Project management qualification.
Desirable qualifications
Job Details
Company/Organization: British Embassy in Dubai
Employment Type: Full-time
Job Location: United Arab Emirates