View Vacancy - NZW - Chauffeur/ Corporate Services Assistant, A1(L)

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

To provide high quality reliable driving, chauffeur and messenger services to the High Commissioner, staff and official visitors.  The appointee is also responsible for undertaking a range of day to day financial, human resources, procurement and general administrative tasks and supporting the Corporate Services Manager in delivering a first class corporate services capability.

The incumbent will also assist the Corporate Services Manager in developing and improving resilience within the Corporate Services group as a whole.


Key Activities:

Chauffeuring

  • Provide high quality chauffeur services to the High Commissioner, Deputy High Commissioner, with the High Commissioner’s needs taking priority.
  • Provide ad-hoc chauffeur services to VIPs and staff on High Commission business, including airport and hotel drop-offs and pick-ups. 
  • Driving/delivering items in support of other parts of the High Commission and official residence when not driving for the High Commissioner or Deputy High Commissioner, including bank run, MFAT drop off/pick up. 
  • Research and familiarise best routes to intended destinations prior to time of travel.

Vehicle Maintenance (DC1 and DC2)


  • Ensure DC1 (Flag vehicle) and DC2 at all times are maintained to a high standard of presentation, cleanliness and serviceability including prompt notification to Corporate Services Manager of any damage to the vehicles.
  • Ensure both High Commission vehicles are routinely refuelled and oil and other consumables are routinely checked and topped up
  • Provide early warning to the Corporate Services Manager and EA’s to the High Commissioner/ Deputy High Commissioner of non-routine maintenance or repairs when flag vehicle will be unavailable.
  • Organise vehicle repairs to ensure value for money and quality control. 
  • Undertake weekly (or prior to long distance drive) safety checks on official vehicles including checking of tyres, oil, and chassis. 
  • Maintain daily vehicle running sheets/log books.
  • Manage all car related duties (DC1 and DC2), e.g. warrant of fitness, registration and maintenance.
  • Arrange regular planned servicing of vehicles and Warrant of Fitness checks – promptly advise the Corporate Services Manager of any defects or problems.

Procurement and Finance

  • Where appropriate obtain quotations for the supply of goods and services
  • Be a Prism receiving officer for goods and services purchased by the High Commission and PAGs
  • Assist with the setup of new suppliers, raising of requisitions and purchase orders for goods and services
  • Undertake ad-hoc non-facilities management related purchasing for the High Commission and the Residence. 
  • Prompt checking of supplier invoices and transmission of same to the finance hub to ensure financial commitments are met on time.
  • Pay by credit card smaller purchases within Procurement credit card limits
  • Daily monitoring and recording of bank exchange rates for variations +/- 3%
  • Assist Corporate Services Manager by accessing Prism to secure source data for monthly financial reporting to the High Commissioner and managers.  .
  • Ensure all Credit Card expenses incurred are accounted for in Prism without delay and are supported by receipts for the costs concerned and handed in to Corporate Services for review and approval. 
  • Maintain fuel use records for DC1 and DC2

General Administration and support


  • Research data and complete documentation for COLA and GEG reviews
  • Prepare Petrol Tax refund applications for DC1 and DC2, High Commissioner and check other UK Based staff claims prior passing to Corporate Services Manager for approval then despatch to Customs
  • Maintain office supplies
  • Liaison with suppliers, FCO staff in New Zealand and GTPC staff at Manila as necessary to resolve finance and procurement issues
  • In conjunction with Post Health and Safety officer, assist with identifying and reporting risks to BHC staff and visitors.
  • Assist Official Residence staff with preparing the residence for hosting events as required.

Other duties as required.  The range of tasks identified above is indicative only


  • Clean driving licence.
  • Have a minimum of 5 years VIP (or equivalent) driving background and preferably attend a defensive driving course. 
  • Maintain a very high standard of personal dress at all times.
  • Must be reliable, flexible, trustworthy and very discreet in the performance of all duties.
  • Possess the skills and motivation to complete all tasks competently, accurately and on time.
  • Able to solve problems within own work area of responsibility but know when to seek guidance. 
  • Provide information clearly and concisely, and be able to express own views and contribute to team discussions. 
  • Demonstrated ability to work cooperatively as part of a team.
  • Be open and flexible to new ideas, drawing on skills and experience to improve results. 
  • Proven ability to adapt to changing situations, to respond to multiple demands, set priorities, and balance conflict. 
  • Ability to deliver work to a high standard within tight deadlines.
  • Experience or willingness to undertake a range of administrative office procedures. 
  • Excellent interpersonal and communication skills.
  • A sound working knowledge of Microsoft Office applications
28 February 2019
Administrative Assistant (AA)
Full-time, Permanent
36.25
Asia Pacific
New Zealand
Wellington
British High Commission
1
NZD
51,486 per annum
25 March 2019

Core working hours are 36.25 per week but additional hours are a routine requirement.  Overtime or additional hours will add approximately 25% to core working hours.

The appointee to this position must be willing and able to work extended hours linked to the High Commissioner attending meetings and functions in the evening and during weekends and occasionally to travel outside of Wellington.  Travel outside of Wellington may extend to 4-6 days per occasion.

The administrative tasks detailed in this job description represent a significant portion of the role. Applicants must be willing to undertake administrative work and will ideally have previous office administration experience.

During periods when the High Commissioner is absent from New Zealand there is an expectation that the appointee will use the opportunity to take some annual leave so to ensure availability of chauffeuring support when the High Commissioner is in country.

Salary is up to $51,486 per annum (paid monthly) dependent on qualifications and experience, plus up to 5% superannuation subsidy on a $ for $ basis. The role offers great learning and development opportunities, through advanced driving course levels 1-3, general office and Prism system training. 

Appointment is subject to achieving a clean New Zealand Police records search and UK security clearance.

Appointment is subject to a 90 day trial period pursuant to section 67A of the Employment Relations Act 2000.  

The British Government supports flexible working practices. 

Open to New Zealand citizens, permanent residents, and partners/dependents of UK-based diplomatic staff currently posted in New Zealand. Employment offers are subject to successful clearance of pre-employment checks. No accommodation or relocation expenses are payable in connection with this position. Candidates must have a valid New Zealand work permit or permanent residency for NZ in order to apply. Post will not sponsor an applicant seeking a work permit.

Staff recruited locally by the High Commission are subject to Terms and Conditions of Service according to local New Zealand employment law.  Only short-listed applicants will be contacted regarding the next phase of the selection process.  To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.

For more information on the work of the British High Commission, visit our website - http://www.gov.uk/government/world/new-zealand.

All applications must be received before 23:55 (NZDT) 28 February 2019.

Applications must address experience against the role responsibilities in the cover letter and also include a current CV.

Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. We regret to advise that we will only be contacting short-listed candidates. Applicants called for an interview will be assessed on the core competencies listed above.

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.