Corporate Services Assistant

We are looking for a Corporate Services Assistant to support our local Corporate Services on accurate and timely implementation of financial, procurement and protocol tasks, management of office supply inventory.

Start Date: 1 September 2024. The start date mentioned in the advert is just an expected start date. The appointment can start earlier or later depending on several factors.

Your main responsibilities as a CS Assistant are to timely and accurately:

• Carry out financial payments (electronic, credit-card), and proper reporting.
• Carry out procurement tasks, incl. requisitioner, receiver, and supplier maintenance.
• Manage the office supply inventory, incl. monitoring and ordering of supplies to ensure constant provision of stationery and office supplies, representational material and business cards.
• Manage protocol matters for UKB colleagues, incl. Diplomatic ID cards; border crossing letters for leaving UKB staff and for UKB’s non-accredited family visitors (especially children or vulnerable people); customs clearance letters for diplomatic shipments; requesting visa /residency permits / personal codes for for UKB staff and families; quarterly VAT Tax returns for Embassy and UKB staff (e.g. fuel, vehicle purchases).
• Upon staff arrivals/departures, updating Staff Lists (incl. Organogram, contact lists, Birthday list, Crisis Whats Up group, etc.).
• Assist with monitoring and following-up on requests to Corporate Services inbox.
• Assist with record keeping and preparation of reports, invoices, and claims, uploading files to systems, etc.
• Ad hoc projects and providing one-off support as the need arises.
• Back-up cover for HR & FINANCE Manager.

• Excellent computer skills (MS Office, e-mail, browser).
• Excellent self-organization skills; attention to detail, accuracy and carrying out tasks on time.
• Fluency in English at, at least, B2 level according to CEFR Framework.*

Desirable:

• Previous work in office environment.
• Previous work with finance documents and record keeping.
• Latvian – desirable, priority will be given to candidates with good working knowledge (B2 Upper intermediate) of Latvian. 

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Latvia and be prepared to ensure that right remains throughout the scope of the contract.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels  please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

• Two additional annual leave days on top of those mandated by law.
• A combination of Latvian and UK public holidays - 14 working days-off per year.
• Comprehensive Health Insurance that among others also includes dental care and sports.

The Embassy offers:

• job-specific training;
• job-shadowing/learning from more experienced colleagues in the network;
• five development days per year;
• a wealth of learning & development opportunities provided by the Foreign, Commonwealth and Development Office.

This is a part-time, permanent position. Working time is 20 hours per week (gross). This is a part time role (0.5 of full-time equivalent). Majority of the work is done in the office; part of the job is suitable for flexible working within the limits of Embassy opening hours and when business needs allow.