View Vacancy - Executive Assistant to the Head of Mission, A2, Chennai

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

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.

Please note that due to Covid-19 outbreak, the start date of employment mentioned in the advert is tentative, subject to normal business of British High Commission. All recruitment campaigns will remain open for applications, we will progress the recruitment process as swiftly as possible and continue to review all applications, monitor progress and developments. We will be in touch with you for the interviews/ should there be further updates on the application, however given the circumstances, kindly expect some delay in response and please reach out to if you have any further questions.

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’s work in Tamil Nadu and Puducherry. The successful candidate will play a key role in ensuring the Head of Mission’s time is used as effectively as possible, and be closely involved in the delivery of high-profile events with opportunities for some travel.

Roles and Responsibilities:

Support the Deputy High Commissioner in delivering British Government Objectives (40%) 

  • Managing the Deputy High Commissioner’s (DHC) calendar & associated travel arrangements.
  • Prepare and oversee necessary paperwork required for protocol permissions, develop and maintain good relations with key government contacts in protocol, the airport, customs and the police.
  • 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.
  • Managing the DHC and Deputy Head of Mission’s Travel and Entertainment Budget.
  • Work closely with Residence team to deliver official events at the DHC’s residence.

Support UK Trade, Economic and Prosperity (UKTEP) objectives (30%) 

  • Admin and logistics support for event managers on high-profile events e.g., helping develop event concept; plan delivery; compile guest lists; design invitations; liaise with the venue; organise handouts, publications and giveaways.
  • Support for visiting business delegations, giving advice on programmes and producing Mission brochures.
  • Managing and sourcing UKTEP marketing materials.
  • Managing logistics support for major events outside Chennai.
  • To raise purchase orders for large UKTEP events and ensure vendors are paid promptly; and to undertake procurement under guidance of the Corporate Services Team.
  • Assist with setting up meetings for DHC with key UKTEP supplier relationship management  contacts.
  • Ownership of UK Businesses list for TN & Pondicherry.
  • Liaise with the TWS (Technical Works Supervisor) and TWO (Technical Works Officer) based in New Delhi for ongoing support to resolve issues and their regular visits.

Resilience 10%

  • Ensure wellbeing and engagement are maintained within the corporate services team, seeking regular feedback and embedding the values of resilience and respect.
  • Work with the Southern India Regional Corporate Services Cluster Lead in Bangalore, 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.
  • Provide resilience for the ITSO to manage emergency communications.

Organise and update the guest list database (10%)

  • Maintaining a master guest list for the post.
  • Maintaining and updating the government contact list.
  • Lead on guest list management and guest management for Queen’s Birthday Party and other major events that is hosted by Deputy High Commissioner.

To act as Secretary to the Post Management Board, driving its cross-Mission work and support other Mission Boards as required. (10%)

Language requirements: 

Language: English and knowledge of Tamil is preferred 

Level of language required: English – excellent written & speaking skills.

Learning and development opportunities:

You will have access to a wide range of learning opportunities provided by the Foreign and Commonwealth Office.

Essential on Arrival:

  • Graduate in any discipline with at least 2 years of experience in a similar role. 
  • A confident self-starter, methodical , organised with energy and initiative to make decisions and overcome obstacles.
  • The ability to handle multiple tasks and prioritise work with minimal supervision.
  • Good interpersonal skills who can build sustainable partnerships and work with others as part of a team, inside and outside of the British Deputy High Commission office with a wide range of organisations.

 

Desirable:

MS Office, Project Management.

Finance and general people management skills.

Making Effective Decisions, Managing a Quality Service, Delivering at Pace
27 July 2021
Administrative Officer (AO)
Full-time, Permanent
40
South Asia & Afghanistan
India
Chennai
British High Commission
1
INR
INR 47, 354 per month plus 12% provident fund and 6% Superannuation Fund
15 September 2021

For BHC candidates, the Local BHC Terms & Conditions will apply.

For other than BHC candidates, Basic Salary will be INR 47,354 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.

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.’’

To 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 27 July 2021 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.

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.