View Vacancy - Transport and Protocol Assistant A2 (01/21 MPT)

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Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Protocol, Visits and Events

Main Purpose of Job

Protocol, transport and office administration support.


Main Duties and Responsibilities 

1.   Transport:-   40%

  • Develop, use and apply the agreed transport policy.
  • Put in place and manage a booking system that works for BHC Maputo.
  • Monitor and review transport service and systems and provide feedback to staff.
  • Oversee vehicles equipped, maintained and checked in line with the FCDO policy and procedure for vehicles. 
  • Line managing five drivers.
  • Ensure drivers carrying out effective driving.
  • Ensure accurate records of journeys in the logbook are maintained.
  • Ensure that Service Level Agreement requirements are met.
  • Put in place a plan and manage transport arrangements for VIP visits ensuring good liaison with Political Officer and Security Manager and the visit manager.
  • Establish and maintain relationship with BHC Maputo staff on transport requirements.
  • Ensure adequate cover in place if drivers are absent to ensure adequate cover for the BHC Maputo team.
  • Oversee taxi service for BHC Maputo.
  • Ensure that an effective feedback system is put in place.
  • Monitoring of fuel handling and usage by vehicles.
  • Maintain asset register e.g. – vehicles.

 

2.    Protocol for BHC Maputo employees: - 35%

  • Develop close working relationships with MINEC protocol service and be main liaison point on all Protocol-related matters and ensuring that BHC Maputo missions are kept up to date on e.g. dress codes, condolence signings, etc
  • Facilitate customs clearance of official imports, including requests for exemptions.
  • Develop working relationship with Ministry of Home Affairs, and Immigration, to keep abreast of any changes which may affect employment rights of non-Mozambican employees in the BHC Maputo team.
  • Facilitate clearance of employment permits for non-Mozambican employees with MINEC and Home Affairs.
  • Ensure employees are properly briefed on protocol requirements before their arrival/departure and ensure protocol procedures e.g. Note Verbal completed on time.
  • Manage systems to monitor movement of BHC Maputo staff, the expiry date of ID cards, Diplomatic Passports, driving licences, certificates and necessary visas etc.
  • Inform UK Based staff as procedures change e.g. car import, visa requirements
  • Facilitate import permission and clearances for personal vehicles and household freight.
  • Arrange Diplomatic Passports, residence visas, ID cards, number plates, driving and vehicle licences and certificates for UK based employees in  liaison with MINEC and Immigration authority.

 

3.  Protocol for VIP visitors:-  15%

  • Work with Political Officer to ensure VIP facilities in place e.g. VIP room at airport.
  • Contribute to the programme of the BHC Maputo visit:  circulate documents; help with logistics; act as a communication contact point between MINEC and BHC Maputo on protocol matters.
  • Ensure visitors are met at the airport and are escorted to their accommodation and assisted with departure formalities.
  • Work with Political Officer to assist with organisation of events and dinners (invitations, guest lists, seating arrangements, briefing staff, obtain guest background information.
  • Ensure follow up letters to GoM and other official institutions are drafted and despatched as required.
  • Set up meetings with GoM (schedule appointments, take notes, obtain background information)
  • Provide support for a range of official functions hosted by the High Commissioner.
  • Liaise closely with Security Manager and F department visit manager on government security and airport security clearances.

 

4.    Working in a Team: - 10%

  • Provide cover for Accountant and Estates Assistant.
  • From time to time, there will be a need for flexible support to other areas of the BHC Maputo team and cover and support will be necessary for e.g to cover leave, peaks in other areas of work, special events.



Resources Managed (Staff and Expenditure)

5 Drivers based in the BHC

Manage a Budget of GBP 12.000,00

  • Transport and Protocol experience
  • Good organisational and inter-personal skills.
  • IT literacy (proficiency in MS Word, Outlook and Excel)
  • At least 2 years experience of managing people
  • Good oral communication, team-working and self-management skills
  • Good English and Portuguese Speaking
  • Experience of managing transport and protocol for a diplomatic mission or international organisation
  • Budget Management experience
  • Accounting experience
29 January 2021
Administrative Officer (AO)
Fixed Term
35 Hours
12 months
Africa
Mozambique
Maputo
British High Commission
1
USD 1,520.00
1 March 2021
28 March 2022

Learning and development opportunities (and any specific training courses to be completed):

FCDO policy and procedures

Customer services

Accounts and Estates

  • Please complete the application form in full. Failure to do so may result in a determination that you do not meet the requirements for the position. 
  • Employees recruited locally by the British High Commission in Maputo are subject to the Terms and Conditions of Service according to local employment law in Mozambique.
  • All applicants must be legally able to work in Mozambique with the correct visa/status or work permit. 
  • 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.
  • Reference and security clearances checks will be conducted.
  • Any questions you may have about this position will be answered during the interview, should you be invited.
  • 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
  • Successful candidates not resident in Mozambique will be personally liable for costs and arrangements to relocate.
  • Check your application and attachments before you submit your application, as you will not be able to make any changes once submitted.
  • The British High Commission will never ask you to pay a fee or money to apply for a position.
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.