View Vacancy - Executive Assistant to the Deputy High Commissioner & Deputy Head of Mission, Grade - AO, Hyderabad
Note: All applicants are required to mandatorily fill the complete online application form including the employment and educational details, experience segment and the behaviour-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:
The Executive Assistant position is ideally suited for an energetic, motivated and organised individual who wants to be close to the heart of the British Deputy High Commission Hyderabad’s work in Telangana and Andhra Pradesh. The successful candidate will play a key role in ensuring the Head of Mission’s time is used as effectively as possible, and support the operations along with the Deputy Head of Mission and be closely involved in planning and delivery of high-profile events & visits and work as a part of corporate services team in Hyderabad
Roles and responsibilities / what will the jobholder be expected to achieve?:
Support the Deputy High Commissioner in delivering British Government Objectives - 35%
- Managing the DHC’s calendar & associated travel arrangements.
- Arranging Visit Programmes and briefings for DHC.
- Managing Official Visitors to the office and Residence
- Liaising with Government, other friendly missions etc. to facilitate meetings
- Assist with setting up meetings for DHC with top contacts in the region
- Managing logistics & budget for the DHC’s Travel and Entertainment
- Deliver official events at the residence including logistics and vendor management
- Organising key team meetings & capturing minutes
- Providing logistical support for induction/on-boarding of new talent and supporting DHC/DHM/senior management during interviews at post
- Support DHM on post-operations
Support smooth running of the Deputy High Commission - 35%
- Admin and logistics support for event management on high-profile events e.g., help develop event concept; plan delivery; compile guest lists; design invitations; liaise with the venue; organise handouts, publications and giveaways.
- Support the Corporate Services team in ensuring successful day-to-day operation of the Deputy High Commissioner’s official residence in line with FCO policy.
- Coordinate content for the Post fact sheet and collection of data to for the ECA cost of living survey. Help with the arrival and departure procedures for staff.
- Maintain BDHC Hyderabad’s shared mailboxes
- To act as Board Secretary to the Post Management and One-HMG Boards, driving their cross-Mission work and support other Mission Boards as required
- Being part of the L&D Committee, lead on training opportunities for CS.
- Leading on data protection as Local Data Map Coordinator (LDMC) for Post and Information Management Officer.
Support and strengthen resilience of the Deputy High Commission team - 15%
- Ensure wellbeing and engagement is maintained within the corporate services team, seeking regular feedback and embedding the values of resilience and respect.
- Work closely with the Corporate Services Manager in Hyderabad to ensure cross training within corporate services roles to provide resilience within the teams and across the Southern India Network and plan long term resource and development needs
- Respond to operational crisis, providing leadership and flexing team prioritisation as required along with the DHM
- Provide resilience for the IT Support Officer (ITSO) & Corporate Services Officer
- Oversee the necessary paperwork required for protocol permissions, develop, and maintain good relations with key government contacts in protocol, the airport, customs and the police.
- compiling high profile visit schedules and programmes (internal & external) to support the DHM
- Ensuring Post Security compliance for any new joiner and for all staff once a year
Organise and update the guest list database - 5%
- Maintaining a master guest list for the post.
- Maintaining and updating the government contact list.
- Lead on guest list management and guest management for QBP and other major events that are hosted by DHC / DHM
Consular & Crisis Management - 10%
Be the Single Point of Contact for all Consular queries at post
Manage Crisis preparedness and Values related initiatives for BDHC Hyderabad
Learning and development opportunities (and any specific training courses to be completed):
Job shadowing other EAs & travel to other posts to better understand delivery & execution of roles & responsibilities
Working patterns:
This job is based out of Hyderabad Location only.
Working from office in-line with BDHC Hyderabad regulations. Temporary flexibility available depending on the discretion of the line manager
Language Requirements:
Level of language required: English – excellent written & speaking skills. Knowledge of Hindi & Telugu is preferred
Any other information (or specific local Post requirements):
The British Deputy High Commission in Hyderabad is an office of approx. 15 people with a focus of supporting UK trade and investment links and science and innovation partnerships in the two Telugu states. It also works on other issues including climate change, supporting the work of civil society and bilateral issues. We help deliver successful VIP visits, both of Indians to the UK and vice versa. We do not issue UK visas for Indian (or other) passport holders.
The Corporate Services team within the BDHC Hyderabad is part of the UK government’s pan-India Corporate Services network which ensures the smooth and efficient running of the British Deputy High Commission. It provides a range of services including Human Resources, Visits & Movements, Finance, IT, Transport, Mails & Diplomatic Bags, Estates and Procurement.
You will be the first point of contact to the DHC & DHM in Hyderabad. This role requires a team player with strong communication skills and culture of customer service with a proactive attitude in helping the team deliver its objectives. You will be strongly organised and have good time management skills.
Essential on arrival:
- Minimum 2 years of experience in similar role
- Graduate from a reputed University.
- Strong personal and communication skills required
- Systematic approach to managing/delivering on a range of tasks simultaneously
Desirable:
Knowledge of Local Language - Hindi & Telugu is desirable but not essential.
For British High Commission candidates, the Country Based Staff BHC Terms & Conditions will apply.
For other than BHC Candidates, salary will be all-inclusive of INR 53,642 month plus 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 which includes self, spouse/partner and children up to an age of 23 years and irrespective of age, only if with, physical or mental disability.
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.
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, e.g., some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.
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. The FCDO also operates an agile workforce. To facilitate this, you may be required to undertake other duties from time to time as we may reasonably require.
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 FCDO has anywhere across the globe. We are aiming to make it the best.
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.
Note: All applicants are required to mandatorily fill the complete online application form including the employment, educational details, behavioural and technical/ professional skills questions. We will be thoroughly reviewing the application forms only with all the required details and the shortlisting is not basis CV/ cover letter. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.’’
Overseas Citizen of India (OCI) card holders will need have, or be able to obtain, a valid special work permit issued from Government of India (GOI) to work in the British High Commission (BHC). BHC will not be able to sponsor work visas or obtain/ assist with the special work permit from GOI. Offers of employment made to OCI card holders will be conditional upon candidates obtaining a special work permit.
Note: For requisite special permission to take up employment in any foreign Diplomatic Missions in India, OCI Cardholder must visit https://ociservices.gov.in/
Please note – successful applicants will be offered employment on Country Based Staff (CBS) terms and conditions. This is not a permanent UK Civil Service position and does not attract diplomatic immunities and privileges (other than what an individual may already hold if they are a recognised partner/family member of a serving diplomat).
To Apply:
Please note applications without (a) and (b) will not be considered.
- Complete the Online Application Form
- Complete the Experience, Professional Skills and Behaviour based Segments in the Online Application Form
- Applicants need to answer the questions based on your professional experience. Refrain from use of AI based tools to avoid application from getting rejected/disqualified.
Internal candidates applying for this position need to inform their current line managers, else the applications will not be considered.
We will accept only online applications by 25th September 2024 (latest by 23:55 hours IST).
Please note that all the applicants will be required to strictly adhere to the security guidelines for British High Commission.
Applicants are encouraged to use the STAR (Situation, Task, Action, Result) technique to prepare specific examples of when and how you have demonstrated these behaviours in your application, by evidencing a structured response, including your skills and experiences. You briefly describe the situation in which you demonstrated the behaviour, and then explain your task in addressing the situation, what action you took and the result of this.
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. Basis the scores, the candidate/s who did not score as highly as the successful candidate, might be placed on the reserve list. If during the reserve period of 6 months, the same or largely similar role becomes available, the role may be offered to the second or subsequent appointable candidates.
The start date mentioned in the job advert is a tentative & the appointment of successful candidate will be subject to clearance of police and other checks including references/medical/educational and professional which all applicable.
This opportunity is closed to applications.