View Vacancy - Head of Protocol and Transport

The 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

The British Embassy in Bahrain is seeking a highly motivated and enthusiastic individual for the position of Head of Protocol and Transport, Grade – A2 (L), as part of our Corporate Services team.

 

Purpose of the job:

To develop and maintain strong relationships with all sections of the Embassy, external suppliers and the Ministry of Foreign Affairs to support our Country Business Plan.  To be the Embassy’s go to person for all logistics and protocol affairs.  Line managing 4 drivers, reporting to Head of Corporate Services.

Main Responsibilities:

  • Facilitating special arrangements with the Ministry of Foreign Affairs and the Civil Aviation Authority to ensure clearance for imports, airside and tarmac passes for drivers and other staff as needed.
  • You will be responsible for putting systems and processes in place so that there is a smooth processing of new UK diplomatic arrivals dealing with their residency, vehicle registration, shipments, etc.
  • Day to day administration and processing, and you will need to ensure that your team are working to clear systems and are supervised properly.
  • Ensure Regular service and update of Pyramid for the armoured vehicle
  • You will ensure that LE staff residence permits and CPR’s are renewed in good time
  • Purchasing and requisitioning/receipting stationery on request or to replenish stock.
  • Online purchases with GPC card.
  • Reconcile monthly Fuel invoices with fuel consumption recorded on official vehicles journey sheets and the log book, keep a record for audit and report any discrepancy to HCS.
  • Prepare drivers overtime and submit to HCS.
  • Requesting quotes for official vehicle maintenance and repairs.
  • Purchase of vehicle parts locally and from the UK.
  • Obtain approval from line manager for official vehicles expenditure <£1,000.
  • Ensure all relevant records are maintained for audit check.
  • Operate the switchboard
  • Welcome visitors
  • Quarterly Stock take of stationery store -including value.
  • Supply stationary to staff upon completing a stationary request form.
  • Update staff details on staff telephone lists.
  • Arrange booking of meeting room facilities.
  • Ensure all relevant records are maintained for audit check.
  • Day to day management of the transport fleet.
  • Organise driver’s daily programme.
  • Official taxi bookings.
  • Follow up of official vehicle maintenance schedule.
  • Insurance renewal of official vehicles.
  • Update vehicle parts inventory.
  • Ensure that vehicle log books are filled in.
  • Complete Annual Fleet Return and vehicle asset return.
  • Review annual mileage rates (OMMA form).
  • Ensure all relevant records are maintained for audit check.
  • Ensure drivers receive professional development support.
  • Ensure drivers are informed about information circulated on firecrest and any other information of particular interest to drivers.
  • Ensure all relevant records are maintained for audit check.
  • Day to day line management of four drivers
  • Setting objectives and completing mid and end of year appraisals

Key Competencies and Required Skills:

  • Collaborating and Partnering - People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done.
  • Leading and Communicating - Effectiveness in this area is about leading from the front and communicating with clarity, conviction and enthusiasm. It’s about supporting principles of fairness of opportunity for all and a dedication to a diverse range of citizens.
  • Delivering at Pace - Delivering timely performance with energy and taking responsibility and accountability for quality outcomes.
  • Managing a Quality Service - Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements.

Essential:

·Fluent communication skills in English language (both written and spoken)

·Experience in handling stakeholder across all levels

·Candidates should also have the ability to think logically/laterally and be able to display sound judgement and common sense.

·Experience working within a team

·Strong organizational skills and keen attention to detail

·IT competency (Word, Outlook, Excel, databases)

Desirable:

·Arabic Speaking

·Line Management experience

5 December 2018
Administrative Officer (AO)
Full-time, Permanent
35
Middle East & North Africa
Bahrain
Manama/Bahrain
British Embassy
1
BHD
832
1 January 2019

Working Hours and Remuneration:

A monthly salary package of 832 BHD as well as private medical insurance, a leave entitlement and training package. Specific training and mentoring for the role will be provided for the successful candidate.  This may include training in London and the region.   

Flexibility will be required on the working hours, including providing leave cover, but the usual working pattern will be Sunday – Thursday from 0730 – 1430.

No accommodation or relocation expenses are payable in connection with this position.

The successful candidate will be subject to a 3 month probationary period and will need to commence security clearance procedures through the Embassy as soon as possible. Employment offers are subject to successful clearance of pre-employment checks.

To Apply:

Interested candidates must attach the following documents when applying online.

1. An updated Curriculum Vitae (CV) including three references.

2. A covering letter stating why you feel you have the necessary skills to perform well in the above role.

3. Please provide examples of performance in each competency on the motivation section of the online application form.

** (Applications that do not include this information will not be considered.).

 

All applications must be received before 23:55 (Local Time) on 5 December 2018.

 

Applications received after the stated deadline will not be considered.

The recruitment process, including security clearance, is expected to take around two months.

Due to the large amount of applications we receive only those shortlisted for interview/assessment will be contacted.

The start date mentioned in the advert is an assumed start date and the successful candidate will be required to undergo security vetting procedures.  Any offer of employment will be subject to the candidate achieving suitable clearances and reference checks.

Staff recruited locally by the British Embassy are subject to terms and conditions of service according to local labour law.

 

The British Embassy Bahrain is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.