View Vacancy - Administrative Officer & Procurement Assistant A2 (36/20 NR)

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Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Corporate Services Support

Main purpose of job:


To provide PA support to the large Corporate Services Team in the British High Commission Nairobi, including PA support to the Director and Deputy Director of Corporate services. Also support the work of the Procurement Team by assisting in the provision compliant and auditable Procurement functions across the BHC and in compliance with UK Government procurement policies.

Roles and responsibilities:

General Administration (40%)

  • Provide administrative support to the Director and Deputy Director of Corporate Services, including diary management, organising meetings, room bookings e.t.c.
  • Management of delegated CS budget for travel and entertainment;
  • Providing general administrative support to Corporate Services team as necessary, including filing (both electronic and paper); coordinating leave records; compiling and updating High Commission phone extension lists and staff call trees, conducting (with the Security Team) the “Marker Hotel” exercise for Subsistence Review and completing the six monthly Geographical Expenditure Expense return for London;
  • Maintaining and update the Queen’s Birthday Party (QBP) and other Corporate Services contact lists;
  • Organising incoming and outgoing Corporate Services visits and conferences, including arranging accommodation, travel, meetings and events.

Procurement/Compliance (40%)

  • Supporting the Procurement Team efforts to improve Post’s Financial Performance and Compliance Scores (FPCI), by helping and training High Commission colleagues on the purchase to pay process, to reconcile official Credit Card transactions on time and to resolve problems with purchase orders and invoices on the Prism Finance system and generating monthly FPCI reports;
  • Initiate, follow up and manage Data Protection and other returns ;
  • Maintain the High Commission Gift Register, recording details of all gifts and hospitality;
  • Provide administrative support for ongoing tenders and market testing exercises for goods and services, including contract filing, compiling data, coordinating surprise checks and other Procurement efforts as necessary;
  • Coordinating updates to the Purchasing Hierarchy on the FCO Prism Finance system. 

Roaming duties (20%)

Provide flexible cover in other Corporate Services teams during staff absences or vacancies, focusing on general administrative duties.


Resources managed:

Corporate Services travel and entertainment budget.

  • Experience of administrative work and office management;
  • A degree in any business related field;
  • High level of proficiency in MS Office particularly MS Excel and word, would be advantageous
  • Project management experience from conception to delivery ideally within a procurement context
  • Experience of developing good working relationships with key stakeholders at all levels
4 December 2020
Administrative Officer (AO)
Permanent
Africa
Kenya
Nairobi
British High Commission
KES 156,135.88
1 February 2020

Working patterns:

Hours of work are 36.25 hours per week

Monday – Thursday 0715-1600

Friday 0745-1300

Flexible working possible on agreement with the Hiring Manager. Many staff are currently Working from Home for at least part of the week due to the COVID-19 crisis but these arrangement are subject to review

Leave:

Members of staff are entitled to paid annual leave, which is earned, from the day they commence employment. Entitlements are as follows:

Grade A2 (L) 25 days

In addition to annual leave, the BHC normally observes no fewer than 9 and no more than 14 Kenyan and British public and religious holidays in a year. These vary from year to year and are at the discretion of the High Commissioner. A list of holidays is published each year.  

Learning and development opportunities (and any specific training courses to be completed):

An ideal job for anyone who would want to get a basic grounding in the work of a Diplomatic Mission. The successful candidate will have access to a range of online courses, including on line management and procurement, provided by the International Academy (part of the Foreign, Commonwealth and Development Office). The jobholder would need to undertake training on PRISM (the FCDO HR and Finance system), KENQUIRY (the High Commission’s Helpdesk too) and Pyramid (the FCDO Estates database).

  • Due to COVID 19, you may experience some delay in the progress of this recruitment campaign.  We are working hard to minimize any disruption.
  • Please complete the application form in full as the information provided is used during screening.
  • Please check your application carefully before you submit, as no changes can be made once submitted.
  • The British High Commission will never request any payment or fees to apply for a position.
  • Employees recruited locally by the British High Commission in Nairobi are subject to Terms and Conditions of Service according to local employment law in Kenya.
  • It is essential that the applicants already have the right to live and work in Kenya without the need to apply for a work permit
  • Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
  • Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework Please note: Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
  • Reference checking and security clearances will be conducted on successful candidates.
  • Please log into your profile on the application system on a regular basis to review the status of your application
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.