View Vacancy - Business Planning and Visits Support officer (Political Team) - A2
Main purpose of job:
This role is at the heart of the Political Team to support the delivery of a range of the High Commission’s key objectives in India. You will work as a vital part of a small, busy team supporting high level visits, office and finance management for the political team, ensuring the smooth running of office systems, accounts and processes. Part of your role will be to support the Chevening Scholarships programme in India. This is the UK Government’s flagship award scheme and India runs the largest Chevening programme in the world. The successful candidate will also have the opportunity to get involved with the wider political teams objectives such as supporting UK funded projects and events.
Roles & Responsibilities:
Visits, Events and projects
- Work with the Head of Visits & Business Planning to provide administrative support (e.g. write official correspondence, book travel, process payments) for Ministerial and other official visits and events.
- Arrange logistical support such as travel and venue bookings and catering. Coordinate guest lists and issue invitations.
- Provide assistance to project team with organising project events.
Finance and Office Management
- Process payments for the Political Team.
- Maintain the team’s IT filing system and ensure folders are correctly set up, labelled and archived as required.
- Liaise with the IT Dept to ensure that IT equipment and systems are maintained and in working order at all times.
- Ensure stationery supplies are regularly ordered and maintained. Ensure systems are in place for internal/external mail, office storage, filing and recycling.
- Update and maintain Political Team’s contact database
- Assist with Political Team meetings – facilitating room bookings, sending out meeting requests and book catering.
- Assist the Political Team with other ad-hoc administrative tasks such as scanning, travel/transport bookings etc.
- Assist the Head of Department with their diary and set up meetings as required.
- Manage the political section library.
- Flexible support to the Department on priority projects/goals.
Chevening Support Officer
- Renewals, recording and maintaining contracts and MoU’s between industry partners, universities and FCO and supporting the process of tendering for Chevening programmes.
- Updating & maintaining Chevening budget sheet and tracking expenditure across BHC and BDHCs for alumni engagement & marketing and creating Purchase Orders.
- Owning and managing the alumni database and keeping it up to date. Share relevant details of alumni across mission as per requests.
- Supporting the planning and delivering of all Chevening events and interviews
- Supporting the Deputy Head of Chevening in social media messaging
- Dissemination of mails to alumni and supporting the Chevening team in creating alumni newsletter and web content
- Ownership and maintenance of monthly/annual Chevening calendar
- Information management; collecting and maintaining relevant information for institutional memory.
What we do:
This position will provide the successful candidate with excellent experience in an important role in the Political team, one of the busiest teams in the mission. A large number of VIP and official visits are managed by the Political Team each year, as well as regular high profile events and ongoing bilateral projects and programmes.
What we want from you:
This is a fascinating role working at the heart of the British High Commission. The successful candidate will manage the smooth running of the office systems, accounts and processes as well as support on a range of high profile tasks, including high level visits, events and the Chevening Scholarships programme. The candidate will need to use their initiative and creativity to meet their goals.
The successful candidate will be a key part in a large team, working with colleagues in both the High Commission and the network across India, as well as external contacts. Therefore strong interpersonal skills are essential.
The candidate will need to manage administrative, budgetary and logistics processes to the highest possible standard. The successful candidate will need to be systematic and thorough in their approach to tasks, have strong initiative and excellent attention to detail, a ‘can do’ attitude and resilience under pressure.
Strong IT skills will be essential for the candidate to perform their role effectively as well as supporting other members of the team.
We are looking for someone who is enthusiastic, a good team-player, a self-starter who is keen to use their initiative, and deliver efficiently.
Working at the heart of the British High Commission, the job will particularly suit someone with a strong interest in politics, international affairs and the UK.
Essential on arrival:
Microsoft Excel, Word and PowerPoint experience.
Experience managing budgets and processing payments
Previous office skills – including experience of working in a busy office environment and team working.
Experience of prioritising and using own initiative to deliver work in an office environment.
SALARY PACKAGE:
For British High Commission (BHC) candidates, the Local Staff BHC Terms & Conditions will apply.
For other than BHC candidates, salary will be INR 40462 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 INR 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:
Please note applications without (a), (b) and (c) will not be considered.
a) Complete the Online Application Form
b) Attach a detailed CV
c) Complete the motivation segment and Competencies 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 application will not be considered.
We will accept only online applications by “18th November 2018” midnight.
- 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.
This opportunity is closed to applications.
