View Vacancy - Visits, Immersion Programme and Support officer - A2
Main purpose of job:
Work at the heart of the Political Team to support the delivery of a range of the High Commission’s key objectives in India. Support the Visits Programme Officer in planning and delivering high quality VIP visits. Work flexibly across the team to support the delivery of Political Team’s projects. Administer and manage the India Immersion Programme for new UK staff joining the India network. Provide administrative and IT support for the British High Commission’s Political team, ensuring the smooth running of office systems, accounts and processes Update and coordinate India travel advice.
Roles & Responsibilities:
Visits, Events and projects
Provide administrative support (e.g. write official correspondence, book travel, process payments) for Ministerial and other official VIP visits and events.
Work with the Visits Programme Officer to plan and record VIP visit programmes, organise visit events, collate briefing, provide on the ground support and act as event lead during VIP visits when necessary.
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.
Immersion Programme
Run a cross-India immersion programme for UK-based diplomats joining the India network.
Manage a range of external contacts delivering the immersion programme.
Quality control: monitor and ensure a high standard of programme content and logistics.
Manage the Immersion Programme budget and process PRISM payments (Oracle-based accounting system).
Conduct feedback and evaluation exercises with new arrivals to assess the quality and relevance of the immersion programme, building the findings into future program administration and design.
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 database of political contacts.
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.
Travel Advice
Update and edit India travel advice.
Lead on Delhi region content.
Coordinate updates and contributions from regional network across India.
Liaise with colleagues in London regarding updates.
What we do:
This position will provide the successful candidate with excellent experience in a pivotal 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 work on a range of high profile tasks, including delivering creative visits, immersion programmes and supporting the political team delivering across a range of interesting objectives. There will be opportunities for the job holder to develop their own and 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. This will be especially important in managing the Immersion Programme where the candidate will be required to use their own initiative in setting up interesting and useful programme elements for new UK staff with a range of external organisations and contacts.
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.
The successful candidate will also be fully involved in many of our high profile VIP visits, providing crucial admin and budget management support, as well as being involved in various elements of the visit programme.
We are looking for someone who is enthusiastic, a good team-player, a self-starter who is keen to use their initiative, deliver quickly and efficiently, and can produce a high quality immersion programme.
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.
The British High Commission offers an excellent package of structured training, mentoring, job-shadowing and supports staff to have a good work/life balance.
Microsoft Excel, Word and PowerPoint experience.
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.
Experience managing budgets and processing payments.
For British High Commission (BHC) candidates, the Local Staff BHC Terms & Conditions will apply.
Notional tax will be deducted if you are not liable to pay local tax.
The BHC is recognised as a good employer, with a robust, fair and transparent.We have a 5-day working week, plus annual leave, public holidays,leave provision; 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:
- Complete the Online Job Application Form
- Attach a detailed CV
- While applying for this position, upload the appraisal forms for the previous 2 years (if applicable).
- Complete this duly filled Pre Employment Questionnaire
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.
The role will involve access to and handling of classified or sensitive commercial information therefore, Applicant must already hold a minimum of the UK’s SC level of clearance or be able to achieve it. Because of the security clearance requirement only nationals of the following countries are eligible to apply:
UK or other EU country, Canada, Australia, USA, New Zealand. British citizens must have been resident in the UK for at least two of the previous 10 years.
However, applications will be considered from candidates working overseas for HM Government in the past ten years or who already hold adequate security clearance.
Applicants who do not meet this criterion will not be considered.
Employment will be offered only after appropriate level of UK standard security clearance is received.No relocation, housing or any other related costs or assistance will be provided.
This opportunity is closed to applications.
