View Vacancy - Receptionist and Administrative Assistant (02/18 ABI)
Main purpose of job:
The jobholder will be required to carry out the following key duties:
- Efficient front and back office management
- Responding to all telephone calls and customer enquiries in a prompt and professional manner
- Various administrative tasks
- Consular support as necessary
Roles and responsibilities:
- Respond to all telephone enquiries and manage the answering machine system.
- Manage and respond to emails in the Embassy mailbox.
- Receive and send out mail, including by driver delivery.
- Make hotel or other temporary accommodation bookings for visitors to the Embassy.
- Keep electronic and paper records and files up to date.
- Provide support and cover absence of the Ambassador/ Deputy Head of Mission’s Personal Assistant including diary management, setting up meetings and making follow-up calls.
- Provide general support to Corporates Services Manager on Finance, Estates (property management) and logistics (transport management).
- Provide support to organize events and receptions, including sending out invitations and making follow-up calls.
- Assist the Pro-consul in consular work as required.
- Other ad hoc administrative duties.
- Experience in office management.
- Experience in dealing with the public.
- Excellent organisational skills.
- Excellent communication skills, with fluent spoken and written English and French.
- Excellent IT skills in Microsoft Office.
- A degree in any business related field is desirable.
- Minimum of 3 years in an administration role is desirable.
Learning and development opportunities:
Opportunities for learning and development on the job through attendance at seminars, workshops and training courses. There are further opportunities offered through the Regional Learning and Development Team in Accra. A wide range of e-learning courses are offered by the UK civil service and both on-line and traditional training is offered by the Foreign Office’s Diplomatic Academy.
Working patterns:
The British Embassy’s working hours are:
Monday-Thursday: 0830-1630
Friday: 0830-1430
Occasional evening events to attend which attract TOIL
The British Embassy in Abidjan is a small but dynamic diplomatic mission with a culture that encourages staff to take the initiative, be good team players and willing to support colleagues in other areas of work as necessary. We are a team of thirteen, two of whom are UK diplomats. Good communication and team-working skills are highly desirable. Your role will be essential in providing operational support to the team.
- Please complete the application form in full as the information provided is used during screening.
- Please check your application carefully before you submit, as no changes can be made once submitted.
- Employees recruited locally by the British Embassy in Abidjan are subject to Terms and Conditions of Service according to local employment law in Ivory Coast.
- All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
- The responsibility lies on the successful candidate to;
- Obtain the relevant permit
- Pay fees for the permit
- Make arrangements to relocate
- Meet the costs to relocation
- The British Embassy/High Commission does not sponsor visas/work permits except where it may be local practice to do so.
- Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link:https://www.gov.uk/government/publications/civil-service-competency-framework Please note: AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Reference checking and security clearances will be conducted on successful candidates.
- The British Embassy will never request any payment or fees to apply for a position.
This opportunity is closed to applications.