View Vacancy - Executive Assistant to Director for Prosperity Delivery - A2

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 (Policy & Political roles)
Economic and Prosperity

Length of contract : 2 Years rolling contract

MAIN PURPOSE OF JOB

Executive Assistant to Director for Prosperity Delivery and business support to wider team including administrative, logistical and office management support.

ROLES AND RESPONSIBILITIES 

Executive support to Director:

  • Diary and inbox management for Director: organise meetings and representative events, coordinate programmes and briefing materials for visits, point of contact for the Director with Government of India.
  • Coordinate with counterparts in other parts of British High Commission (BHC).
  • Managing email correspondence for self and Head of Unit including inbox prioritisation and responding to invitations.
  • Arranging all domestic and overseas travel.
  • Draft replies to general correspondence.

Resource Management:

  • Estimate, profile and monitor budgets including identifying potential over/under spend and providing quarterly reporting. Maintain financial records in line with FCO policy.
  • Keep up-to-date records of spend, maintain regular forecasts and complete Prism requisitioning when required. Point of contact for Finance Team.
  • Prepare mid-term financial planning returns for the Director.
  • Ensure payments are made one time and are effectively recorded on FCO systems. Make sure the Energy team achieves value for money.

Office Management and VIP visit planning:

  • Office administration including meeting arrangements; travel and accommodation arrangements; maintenance of key team documents; leave planning; IT and telephony issues; coordinate recruitment and induction programmes for new joiners; ensure compliance with relevant Foreign and Commonwealth Office (FCO) reporting tools.
  • Support team by organising and managing VIP visits and events and regional visits with specific responsibility for logistics and financial issues.
  • Produce delegate packs; briefings; and background documents.
  • Manage visit transport arrangements. 

Data and knowledge management:

  • Maintain key contact database.
  • Create and maintain electronic filing and registry systems.
  • Weekly back up shared area on hard drive.

WHAT WE DO:

UK Trade, Economics and Prosperity (UKTEP) is a cross-India team focused on achieving mutual UK and Indian economic prosperity.  We work to support the agendas of several UK Ministries, including the Department for International Trade (DIT), Department for Business, Energy and Industrial Strategy (BEIS), HM Treasury (HMT) and the Foreign and Commonwealth Office (FCO). We also work closely with the Department for International Development (DFID). 

WHAT WE WANT FROM YOU:

The Executive Assistant will provide quality personal assistant support to the Director for Prosperity Delivery and wider support to colleagues across the team. UKTEP is a busy and friendly team and we require a self-starter to help deliver our objectives. The job holder must have strong IT skills and have excellent written English. They will need to be a team player with good interpersonal skills. We have a high pace of international visitors and the job holder will need to be flexible and willing to pitch in, covering for colleagues when necessary.  Building and maintaining relationships is a key skill. The job holder will need to be confident dealing with senior Government of India officials and UK VIPs.  The job holder should be well organised, able to act on their own initiative with minimum supervision and to deal calmly and efficiently with competing priorities often with short deadlines. This role requires some flexibility as the responsibilities of this position may be adapted with the changing needs of the team and not limited to the job description presented here. On occasions working or travelling outside office hours will be necessary.

The ideal candidate will possess the following personal qualities:

  • Excellent interpersonal skills and the ability to work both on own initiative and under supervision.
  • Experience of working in a personal assistant capacity.
  • Efficient with excellent planning and organisational skills.
  • Good attention to detail.
  • Effective written and verbal communication skills.
  • Good all round IT skills (including Word and Excel) and ability to set up administration systems reflecting good practise.
  • Ability to see things from a range of different perspectives.
  • Responsive, motivated and able to ‘get things done’.
  • An interest in working with international visitors and organising itineraries, meetings and briefings.

EXPERIENCE:

  • Graduate and 4 years of relevant experience of working in a personal assistant role.
  • Finance / budget skills including working with Excel.
  • Previous experience of working with international organisation.
  • Previous experience of engaging with the Government of India.
9 May 2017
Administrative Officer (AO)
Fixed Term
24 months
South Asia & Afghanistan
India
New Delhi
British High Commission
1
INR
26 June 2017

For British High Commission (BHC) candidates, the Local Staff BHC Terms & Conditions will apply. For other than British High Commission candidates, Salary will be Rs. 34684 per month together with a 12% provident fund and 6% Special Allowance.

Additionally the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with Rs 500,000 floater cover for your immediate family. 

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 force is 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.

To Apply:

  • Completed the Online Job Application Form
  • Attach a detailed CV
  • Appraisal form of last two years ( Internal candidates)

Please Note :

  • 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, 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.