View Vacancy - SH - Regional Operations and Administration Executive, B3 (L)

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.
Other British Government Departments (Partners across Government, including UK Visas)
Northern Ireland Bureau / Northern Ireland Group / Invest Northern Ireland

Based in the British Consul General Office in Shanghai, the post-holder’s immediate and primary role is to provide operational and administrative support to the Head of Asia Pacific and co-ordinate with Invest Northern Ireland’s teams in the region and Head office. This will include liaising with the China and wider Asia Pacific teams, co-ordinating activities such as marketing events and conferences, summarising information for the Head of Asia Pacific, preparing reports and submitting monthly returns, diary management and meeting schedules for the Head of Asia Pacific. The post holder will also collate, prepare, and monitor budget and expenditure incurred by the Asia Pacific teams.

The post-holder will work with the team to ensure compliance with internal processes and policies, assist with expense processing, procurement / purchasing work, payment related matters, maintain information on the Invest NI CRM IT system, organise team meetings / marketing events / VIP visits, attend and support business functions & events. The post holder will also co-ordinate and make all regional and international travel arrangements for all Asia Pacific teams, which are currently based in China, Hong Kong, Singapore and Australia.

After six months, as new operational processes are successfully implemented, the role of the post-holder will adapt to a more strategic position to also support the regional business development teams with marketing support. 

In addition, the post-holder will work closely with a range of business partners and stakeholders. The post-holder is expected to undertake travel from to time, either within China, to the UK and also to other countries. 


Roles and Responsibilities:

  • Effective management of the Head of Asia Pacific’s calendar, meeting schedule, travel arrangements, pre-approval expenditure requests and other associated work requirements.
  • Efficient and timely reporting to the Head of Asia Pacific and Head office, including activity levels, performance statistics and financial returns such as expenditure and budget requirements.
  • Liaising with and coordinating information from the China and wider Asia Pacific team, analysing data / information and preparing them in a format suitable for onward submission, collating and preparing expenses for approval by the Head of Asia Pacific. 
  • Making effective use of Invest Northern Ireland’s CRM system, entering data on behalf of the Head of Asia Pacific, producing activity reports, monitoring usage by China and wider Asia Pacific team and advising them as appropriate.
  • Assisting the China and wider Asia Pacific team on operations related matters to ensure compliance, including payment of work related items, expense queries, purchasing policy, use of corporate card, status of team’s annual leave, event pre-approval and post event evaluation process.
  • Assisting the Head of Asia Pacific in recruitment exercises and working with other teams (internal and external business partners). Preparing briefing for visitors / business delegation / VIP visits. Arranging and managing logistic plans for these visits as required.
  • Facilitating the organisation of marketing and promotional events, including attending and supporting these events as required. Preparing marketing and promotional materials to raise Invest Northern Ireland’s profile, including assisting with website contents and social media. Reviewing Business Intelligence Information on Invest Northern Ireland’s system, updating presentations and factsheets for China (& Asia Pacific if information is available) accordingly.  Circulating key updates to China and team members in the wider regions.
  • Arranging team calls and regional team meetings. Attending business meetings with the Head of Asia Pacific and Northern Ireland officials / business delegations as required and providing English/Chinese translation in an effective manner. 
  • Educated to degree level ideally in a business or related function
  • Fluency in English and Mandarin, both written and spoken.
  • Proficient in the use of Microsoft Office (Word/Excel/PowerPoint)
  • Excellent communication, interpersonal & organisational skills
  • Over 5 years’ working experience in a private or public sector organisation
  • Experience of managing a busy office including overseeing and governing various internal processes
  • Experience in analysing information and preparation of reports, including financial information such as budgets and expenditure
  • Experience of working in multi-location environment and liaising with team members in these locations in an effective manner

  • Knowledge of UK / Northern Ireland business drivers
  • Experience in a marketing related role and knowledge of Chinese social media applications
3 December 2017
Executive Officer (EO)
Fixed Term
35
24 months
Asia Pacific
China
Shanghai
British Consulate General
1
CNY
17, 670
1 March 2018

This is advertised on a two-year fixed term, renewable, contract. 

We offer a competitive package, which includes basic salary, good leave entitlement, and insurance plan, etc. The gross starting salary (before all deductions) is CNY 17,670/ month for Chinese Nationals and an abated monthly salary of CNY 24,529/ month for British Nationals and spouses/ partners (all nationalities) of diplomats who are ‘W’ (diplomatic) visa holders and meet passport criteria.

We also offer excellent development opportunities and a 22-day annual leave entitlement in pro rata. Conditioned working hours is 35 hours/ week from Monday to Friday and flexible working can be arranged upon personal needs. For more details on our Total Rewards Package, please visit our website http://www.gov.uk/government/world/china.

Due to time difference with the UK, the post-holder may be required to work some evenings in order to meet deadlines or attend conference calls. 

Staff recruited locally by the British Consulate-General is subject to Terms and Conditions of Service according to local Chinese employment law.

Only short-listed applicants will be contacted regarding the next phase of the selection process. To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.

All applications must be received before 23:55 on 03 December 2017.

Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. We regret to advise that we will only be contacting short-listed candidates. Applicants called for an interview will be assessed on the core competencies listed above.

Interviews for this position will commence on January 2018.

To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.

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.