View Vacancy - Personal Assistant to High Commissioner & IT Support Officer (01/18 BJL)

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)
Private Office

Main purpose of job:

To effectively manage the High Commissioner’s schedule, correspondence, visits and events in support of the mission’s strategic objectives, and to oversee the deployment and use of official IT and implementation of FCO IT policy.

The job-holder sits at the heart of the High Commission and will on a daily basis interact with colleagues from across all sections of the mission. The High Commission is a busy, vibrant place to work where we thrive on the variety and pace of activity. We place great importance on respect and valuing each other and our individual contributions to creating a great and positive working environment.

Roles and responsibilities:

  • Personal Assistant: Manage the High Commissioner’s diary and travel (in-country and overseas) with a strong emphasis on forward planning and close coordination with colleagues across the post. Ensure that all incoming letters, invitations and other correspondence are prioritised and responded to in a timely manner;
  • Oversee the organisation of events at the High Commissioner’s – supervise the preparation of guest lists, send out invitations and log responses; supervise and liaise with the residence team to ensure that requirements are all clearly understood and that event expenditure is fully and promptly accounted for;
  • Monitor representation budget and provide accurate forecasting figures to the Corporate Services Team, to include regular monthly spot-checks of the residence stocks and ensuring replenishment as required;
  • Provide the secretariat function for the monthly cross-High Commission “One HMG Leadership” committee – arrange meetings, prepare and circulate agenda with any supporting documentation and produce draft minutes of the meetings;
  • Visits: Lead on the programme coordination / logistics for all official visitors to the High Commission and act as the principal point of contact;
  • IT Support Officer – provide IT support and troubleshooting for the High Commission (formal training will be provided);
  • Lead on Tech Overhaul implementation (FCO’s new IT system) ensuring that all technical and information management requirements are fully met.

Resources managed:

  • Day to day supervision of the 3 residence staff and countersigning of their appraisals. Oversight of the residence cash imprest.
  • A strong academic record
  • Proficiency in use of all Microsoft applications (Outlook, Word, Excel, Powerpoint)
  • Proven organisational ability
  • Strong interpersonal skills
  • Confidence, flexibility and ability to cope under pressure and with changing priorities
  • Excellent customer care/people management skills
  • Ability to respond to a range of customer needs and cultivate strong local relationships
  • A track record in organising events and managing budgets
  • Experience of working in a diplomatic mission or for a UK / International organisation
28 November 2018
Administrative Officer (AO)
Permanent
Africa
Gambia
Banjul
British Embassy
30,000 GMD
7 January 2019

Learning and development opportunities:

All staff at the British High Commission Banjul are encouraged to take advantage of the full range of e-learning and other opportunities available and we are committed to support staff with their operational and personal development goals.

Mandatory training for the IT Support Officer elements of the role will be expected to be completed within the first 6 months of taking up the position. 

Working patterns:

There will be some requirement for attendance at official evening and weekend functions, generally no more than 2 – 3 times per month.


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                            This opportunity is closed to applications.