View Vacancy - Clerical Assistant (08/17 ABJ)
Main purpose of job: PA to the Defence Adviser and Defence Section Administration Support
Roles and responsibilities:
- Act as Defence Section Clerical Assistant, responsible for the direct administration support to the Defence Section.
- Arranging travel for Defence Section, including preparation and monitoring of allowances.
- General administration including filing, reproduction and despatch of documents, library and stationery supplies.
- Diary management, room bookings and transport bookings.
- Assisting with events and official visits.
- Day to day running of section accounts which include raising payment vouchers, paying invoices, organising entertainment expense authorisation, cash collection and refunds.
- Ensuring all payments are authorised correctly and allocated to relevant sub accounts.
- Complete monthly and quarterly budget returns. Clear audit trail for audit purposes.
- Maintain a monthly account spreadsheet and ensure copies are sent to HOCS FIN & IPP.
- Ensuring the Section is kept abreast of budgetary constraints against expenditure.
- Carry out comparative cross- referencing of monthly report issued by Accounts Section against the Defence expenditure, investigating where discrepancies occur.
- Maintenance of vehicle log book and production of fuel and mileage statistics.
- Maintenance of leave register. Advise Locally Engaged staff leave to FCO Personnel Department.
- Responsible for updating the INSA folder on shared drive.
- Managing Defence Section Drivers
- Assist with the facilitation of visa applications as directed by ADA.
- Provide assistance to the ADA in the processing of visiting RAF and VIP flights, arranging diplomatic clearances and related administrative tasks as required.
- Assistance to the Section arranging diplomatic clearance and administration of incoming HM ships.
- Detail orientated, able to multi-task and work under pressure.
- Team player, mature, self-motivated, able to work independently.
- Strong administrative experience; IT Literate is a must.
- Accounts experience desirable.
- The incumbent should be prepared to help wherever required on a variety of different topics even if this falls outside the strict job specification. Reliability, initiative and a high degree of responsibility and security are essential.
- As a representative of a small OGD in the Chancery, an ability to get on with others is necessary, good communication and inter-personal skills are essential.
- Cash accounts experience
Responsibility allowance of N33401.25
Working hours: Monday – Thursday 8:00 – 1700, Friday 8:00 – 14:00 (38 hours per week)
The candidate must be a British passport holder who already has or is able to obtain UK Security Clearance, or another national who has recently lived at least five consecutive years in the UK and may be eligible to obtain UK Security Clearance.
The candidate must also provide evidence that they have permission to work for the British High Commission in Nigeria. Any applicant who does not provide evidence of this will be sifted out at the first stage.
- 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 Abuja are subject to the Terms and Conditions of Service according to local employment law in Nigeria.
- All applicants must be legally able to work in the country of application 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 Nigeria will be personally liable for costs and arrangements to relocate, including accommodation and work permits.
- 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.
This opportunity is closed to applications.