View Vacancy - Executive Assistant to the Deputy High Commissioner & Deputy Head of Mission, Grade AO, Hyderabad
Note : All applicants are required to mandatorily fill the complete online application form including the employment and educational details, motivational segment and the competency based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.’’
Main purpose of job:
The Executive Assistant position is ideally suited for an energetic, motivated and organised individual who wants to be close to the heart of the British Deputy High Commission Hyderabad’s work in Telangana and Andhra Pradesh. The successful candidate will play a key role in ensuring the Head of Mission’s time is used as effectively as possible, and support the operations along with the Deputy Head of Mission and be closely involved in planning and delivery of high-profile events & visits and work as a part of corporate services team in Hyderabad
Roles and responsibilities:
Support the Deputy High Commissioner in delivering British Government Objectives: 35%
- Managing the DHC’s calendar & associated travel arrangements.
- Arranging Visit Programmes and briefings for DHC.
- Managing Official Visitors to the office and Residence.
- Liaising with Government, other friendly missions etc. to facilitate meetings.
- Assist with setting up meetings for DHC with top contacts in the region.
- Managing logistics & budget for the DHC’s Travel and Entertainment.
- Deliver official events at the residence including logistics and vendor management.
- Organising key team meetings & capturing minutes.
- Providing logistical support for induction/on-boarding of new talent and supporting DHC/DHM/senior management during interviews at post.
- Support DHM on post-operations.
Support smooth running of the Deputy High Commission: 35%
- Admin and logistics support for event management on high-profile events e.g., help develop event concept; plan delivery; compile guest lists; design invitations; liaise with the venue; organise handouts, publications and giveaways.
- Support the Residence Manager in ensuring successful day-to-day operation of the Deputy High Commissioner’s official residence in line with FCO policy.
- Coordinate content for the Post fact sheet and collection of data to for the ECA cost of living survey. Help with the arrival and departure procedures for staff.
- Maintain BDHC Hyderabad’s shared mailboxes.
- To act as Board Secretary to the Post Management and One-HMG Boards, driving their cross-Mission work and support other Mission Boards as required
- being part of the L&D Committee, lead on training opportunities for CS.
- Leading on data protection as Local Data Map Coordinator (LDMC) for Post and Information Management Officer.
Support and strengthen resilience of the Deputy High Commission team: 15%
- Ensure wellbeing and engagement is maintained within the corporate services team, seeking regular feedback and embedding the values of resilience and respect.
- Work closely with the Corporate Services Manager in Hyderabad to ensure cross training within corporate services roles to provide resilience within the teams and across the Southern India Network and plan long term resource and development needs.
- Respond to operational crisis, providing leadership and flexing team prioritisation as required along with the DHM.
- Provide resilience for the IT Support Officer (ITSO) & Corporate Services Officer.
- Oversee the necessary paperwork required for protocol permissions, develop, and maintain good relations with key government contacts in protocol, the airport, customs and the police.
- compiling high profile visit schedules and programmes (internal & external) to support the DHM.
- Ensuring Post Security compliance for any new joiner and for all staff once a year.
Organise and update the guest list database: 5%
- Maintaining a master guest list for the post.
- Maintaining and updating the government contact list.
- Lead on guest list management and guest management for QBP and other major events that are hosted by DHC / DHM.
Consular & Crisis Management: 10%
- Be the Single Point of Contact for all Consular queries at post.
- Manage Crisis preparedness and Values related initiatives for BDHC Hyderabad.
Learning and development opportunities:
Job shadowing other EAs & travel to other posts to better understand delivery & execution of roles & responsibilities.
Essential on arrival skillset: education and experience
Language requirements: Language: English and Hindi. Telugu is desirable, but not essential.
English Level of language required: Fluent (written and spoken).
Experience: 2 years of relevant work experience is desirable, but not essential.
Qualification: Essential (Graduate in any stream).
- Experience as a private secretary / assistant
- Office administration / operations experience
- Project management
For BHC candidates, the Local BHC Terms & Conditions will apply.
For other than BHC candidates, Basic Salary will be INR 48,766 per month together with a 12% provident fund and 6% Superannuation fund.
Additionally the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with INR 500,000 floater cover for your immediate family.
No relocation or any other related costs or assistance will be provided.
Please note - BHC does not deduct tax at source and employees are required to ensure that any requirements of local income-tax law are complied with in full. Employees who are not liable to pay local income tax on their Mission salary, eg. some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.
The BHC is recognised as a good employer, with a robust, fair and transparent performance management & appraisal system linked to increments and staff bonuses. We have a 5-day working week, plus annual leave, public holidays, maternity leave provision, special leave, paid sick leave provision; ample development opportunities, travel opportunities, a good organisational culture, and excellent work/life balance.
Around half of our work forces are women. We treat people with respect and equality and have a policy of zero tolerance for any form of discrimination, bullying, or harassment.
This is a good opportunity to be part of a strong, diverse team, working in the biggest network that FCO has anywhere across the globe. We are aiming to make it the best.
The British Deputy High Commission in Hyderabad is an office of approx 20 people with a focus of supporting UK trade and investment links and science and innovation partnerships in the two Telugu states. It also works on other issues including climate change, supporting the work of civil society and bilateral issues. We help deliver successful VIP visits, both of Indians to the UK and vice versa. We do not issue UK visas for Indian (or other) passport holders.
The Corporate Services team within the BDHC Hyderabad is part of the UK government’s pan-India Corporate Services network which ensures the smooth and efficient running of the British Deputy High Commission. It provides a range of services including Human Resources, Visits & Movements, Finance, IT, Transport, Mails & Diplomatic Bags, Estates and Procurement.
You will be the first point of contact to the DHC & DHM in Hyderabad. This role requires a team player with strong communication skills and culture of customer service with a proactive attitude in helping the team deliver its objectives. You will be strongly organised and have good time management skills.
o Apply:
Please note applications without (a) and (b) will not be considered.
A. Complete the Online Application Form
B. Complete the Motivation and Competency Segment in the Online Application Form
Internal candidates applying for this position need to upload their appraisal forms for the previous 2 years (if applicable) and also inform their current line managers, else the applications will not be considered.
We will accept only online applications by 16th October 2022 till 23:55 IST.
Please note that all the applicants will be required to strictly adhere to the security guidelines for British High Commission.
Please note - Provident Fund Transfer in and out from EPFO is not possible as BHC PF is managed by a private PF trust governed by Indian Income Tax Act, 1961. The staff still has the option to transfer out and in from a privately held PF trust which are not governed by EPFO.
Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered.
Only shortlisted candidates will be contacted and no telephone enquires will be dealt with.
The appointment will be subject to Police Verification and other checks including references, medical, educational and professional.
We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly.
This opportunity is closed to applications.
