View Vacancy - Executive Assistant to His Majesty’s Trade Commissioner for South Asia and Deputy High Commissioner for Western India, Grade EO, Mumbai

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.
Other British Government Departments (Partners across Government, including UK Visas)
Department for International Trade (DIT)

Note : All applicants are required to mandatorily fill the complete online application form including the employment and educational details, motivational segment and the competency based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.’’

Main purpose of job:

To ensure the smooth running of the Office of His Majesty’s Trade Commissioner (HMTC) for South Asia/Deputy High Commissioner (DHC) for Western India by managing the diary effectively and dealing promptly with briefing requirements and correspondence.

Provide a breakdown of your main duties and responsibilities, and the percentage of your time they occupy:

Diary management : 30%

Oversee the smooth running of the HMTC’s diary, ensuring that diary requests are properly prioritised and that the HMTC’s time is spent where he can add the most value.  Ensuring that meetings, speeches and external engagements are shared amongst other members of the team to free up the HMTC’s time.

Briefing and correspondence coordination : 20%

Co-ordinate briefing for HMTC for meetings and visits. Set deadlines to receive papers, quality check and chase as necessary. Share briefings with HMTC’s Private Secretary  in advance of meetings, allowing sufficient time for review. Commission and prepare correspondence for London,  other Posts and external stakeholders to a high standard of drafting.

Inbox management : 25%

Manage relevant inboxes effectively, by triaging and dealing with incoming emails. Prioritise and flag urgent issues, ensuring efficient turnaround of papers and that work is dealt with promptly and by the most appropriate person.

Office management, leadership and event support : 20%

Line management of at least two A2 PAs (one in Delhi and the other in Mumbai) and counter-signing officer for the Mumbai Residence Manager. Liaising with HMTC’s Private Secretary, PA and Residence Manager to ensure the smooth running of all aspects of the HMTC’s office and Residence. Answering telephone enquiries of a wide-ranging nature, including dealing with visa enquiries. Undertaking additional office duties as required.

Organise events and activities, providing logistics and operational support for event management for high-profile events, such as the annual Queen’s Birthday Party and take a lead role in planning the event.

Budgets: Monitor expenditure for DHC’s travel and entertainment budgets and produce budget forecasts.

Provide cover for the Private Secretary during duty travel and annual leave.

Stakeholder engagement : 5%

Build and maintain an extensive range of contacts across EAs and support offices within the Maharashtra business community, state government and the UK Network in India to assist in securing access and meetings for HMTC and preparing HMTC in advance of all calls.

Resources managed (staff and expenditure):

Line management responsibility for at least 2 members of staff.

Learning and development opportunities:

Opportunities for learning and development in line with the 70/20/10 model. A combination of on the job learning, coaching, mentoring and formal courses will be available, as well as job shadowing.


Language requirements:

  • Language: English and Hindi. Marathi is desirable.
  • Level of language required: Fluent (written and spoken). Proficient for Marathi.

Other skills / experience / qualifications:

  • Essential on arrival: Previous PA/EA experience
  • Event management experience
  • Experience of forecasting budgets
Line management experience.
Seeing the Big Picture, Managing a Quality Service, Delivering at Pace, Leadership, Working Together
10 October 2022
Executive Officer (EO)
Full-time, Permanent
40
South Asia & Afghanistan
India
Mumbai
British Deputy High Commission
1
INR
INR 68,508 per month plus 12% Provident Fund and 6% Superannuation fund
17 November 2022

For BHC candidates, the Local BHC Terms & Conditions will apply.

For other than BHC candidates, Basic Salary will be INR 68,508 per month together with a 12% provident fund and 6% Superannuation fund.

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.

No relocation or any other related costs or assistance will be provided.

Please note - BHC does not deduct tax at source and employees are required to ensure that any requirements of local income-tax law are complied with in full. Employees who are not liable to pay local income tax on their Mission salary, eg. some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.    

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 forces are 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) and (b) will not be considered.

A. Complete the Online Application Form

B. Complete the Motivation and Competency Segment 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 applications will not be considered.

We will accept only online applications by 10th October 2022 till 23:55 IST.  

Please note that all the applicants will be required to strictly adhere to the security guidelines for British High Commission.

Please note - Provident Fund Transfer in and out from EPFO is not possible as BHC PF is managed by a private PF trust governed by Indian Income Tax Act, 1961. The staff still has the option to transfer out and in from a privately held PF trust which are not governed by EPFO.

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, medical, 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.