View Vacancy - Administrative Assistant

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

The British Embassy in Rabat is looking for a dynamic team player to take up the position of an Administrative Assistant, Grade A1 (L) to start as soon as possible.

Main Purpose of Job:

Perform a wide range of administrative and logistical support activities to facilitate the efficient operation of the Embassy. Act as the first point of contact for visitors and telephone callers to the Embassy.

Main Duties and Responsibilities:

General

  • Open, close and keep records of diplomatic bag deliveries. Liaise with freight provider in Morocco/UK and inform colleagues about any changes.
  • Make routine official hotel booking.
  • Update the geographical guide.
  • Order and supply stationary to staff.
  • Update stationery inventory including value when purchasing/issuing supplies and keep a record for audit.
  • Arrange maintenance of office machinery and update machinery inventory.
  • Update internal telephone list and regularly circulate to staff.
  • Arrange booking of meeting room facilities and ensure rooms are ready for use.
  • Order of first aid kit and ensure first aid boxes are equipped at all times.
  • Maintain Corporate Services contact list.

Reception

  • Operate the switchboard (log on, log off, answer/transfer calls).
  • Distribute mail and invoices in staff pigeonholes.
  • Keep a record of LE staff medical claims handed to the medical company. Give receipts to staff.
  • Keep a log of all cheque payments issued to suppliers.
  • Ensure visitors leave their mobile phones and electronic equipment in the lockers provided.
  • Open the Embassy every working day by 08.00 and close the reception door every working day at 16.15.

Finance

  • Online purchases with Government Procurement Card (GPC).
  • Responsibility for holding petty cash for postage and overseeing reconciliation and replenishment.
  • Requisition and receipt on Prism software.

Crisis

  • Activate the crisis gate with the hub.
  • Replenish Rabat crisis grab bags and ensure equipment is up to date and operational.

Others

  • Organise routine transport bookings.
  • Provide general support to Corporate Services team as instructed by the Head of Corporate Services.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required. The job description may be reviewed to meet changes in business needs.

Key Competences:

  • Managing a Quality Service: Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements.
  • Collaborating and Partnering: People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done.
  • Delivering Value for Money: Involves the efficient, effective and economic use of taxpayers’ money in the delivery of public services.  It means seeking out and implementing solutions which achieve the best mix of quality and effectiveness for the least outlay
  • Delivering at Pace: Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes.
  • Good command of written and spoken English, French and Arabic
  • Minimum 2 years' experience in administrative role.
  • Excellent computer skills with a good working knowledge of excel and word.
  • Ability to multitask and prioritise duties, strong attention to detail, and a good team player.
1 March 2020
Administrative Assistant (AA)
Full-time, Permanent
38
Middle East & North Africa
Morocco
Rabat
British Embassy
1
MAD
11,022
1 April 2020

Working Hours and Remuneration:

The Embassy aims to offer an attractive working environment and remuneration package for this role, including: gross salary of MAD 11,022 per month, inclusive of all allowances. The contract will be for a full-time employment, on a permanent basis.

The Embassy has a strong commitment to learning and development and all staff are required to agree a learning and development plan with their line manager.

Conditioned working hours for the position are 38 hours per week Monday to Friday.

Eligibility:

Applicants must have right to live and work in Morocco.

How to Apply:

Interested candidates must attach the following documents in English when applying online:

1. A covering letter

2. An updated Curriculum Vitae (CV) and completed online application form.

** (Your application must include examples of when you have demonstrated the competencies outlined above in the cover letter or motivation section in the application form. Applications that do not include this information will be rejected).

All applications must be received before 23:55 (Local Time) on 01 March 2020.

Applications received after the stated deadline will not be considered.

Due to the large amount of applications we receive only those shortlisted for assessment/interview will be contacted.

 

The British Embassy is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy is subject to Terms and Conditions of service according to local Morocco employment law.

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.