View Vacancy - Corporate Services Assistant- A2 - Mumbai
Length of the contract: 2 Years (renewable)
Main purpose of job:
To provide essential support to the Corporate Services Manager, ensure compliance with Foreign and Commonwealth good management practices and contribute incredibly to the smooth running of the BDHC and well being of staff.
Roles and Responsibilities
This is a new role in our Corporate Service Team, providing essential support to the Corporate Services Manager and ensuring the BDHC complies with important audit and management processes set by the Foreign and Commonwealth Office.
Supporting FCO risk reduction by:
- Working with the CSM and India Finance team to ensure sufficient resources in place to deliver Business Plan objectives, including through the annual Medium Term Financial Planning (MTFP) process.
- Helping the CSM in overseeing the BDHC Mumbai budget, ensuring effective use of funds.
- Ensuring compliance with financial and procurement good practice and policy; ensure timely payment of invoices and have an overall responsibility for the monthly financial compliance scores.
- Assisting the Corporate Services to implement any changes in process.
- Being the first point of contact for GTPC Manila for resolving issues.
- Assisting the CSM in ensuring BDHC’s compliance with standards on the use of corporate credit cards, Global procurement cards, purchase and requisition orders, and the procurement policy are complied with.
- Managing the mobile telephone bills and ensure recovery of private use from holders, and maintain an electronic gift register.
- O-ordinate stationary orders and management.
- Being the liaison point for marker hotels, approved hospitals and Doctors, issue letters of contracts in this regard.
- Assisting the CSM in all delegated works.
Other responsibilities include:
- Carrying out projects delegated by the CSM and complete them other to the highest standards. Work with the Community Liaison Officer on delivering induction arrangements for new staff.
- Support the Protocol and Transport team in delivering high profile visits, Act as back-up Protocol/Transport Officer.
- Manage the housekeeping staff and messengers, ensure their work loads and commitments are prioritised properly.
- Act as back-up IT Officer (ITSO) and assist in the delivery of and long-term maintenance of Tech Overhaul and the Next-Gen IT kit.
The ideal candidate should:
- have strong organisation skills – ideally prior experience or event or visit organisation, as well as managing basic financial management & budgetary processes in an office environment.
- Be IT savvy. If you lack IT confidence, or are even suspicious or nervous around IT, please do not apply. The IT tasking, while a small part of the job, is important. You will get solid training, if you are IT confident.
- possess strong communications skills – written and verbal.
- have a positive, polite and helpful manner and have strong customer relations skills.
- Have line management experience and, ideally, project management skills.
- A can do attitude.
- Education: Graduation
- Years of experience required: 2 years
- Strong written and verbal communication skills.
- A positive, polite and helpful manner and have strong customer relations skills.
- Strong organisational skills and have the confidence to inter-act with others, including senior figures.
- Strong IT skills, including the use of Excel.
For British High Commission (BHC) candidates, the Local Staff BHC Terms & Conditions will apply.
For other than BHC candidates, salary will be INR 34,684 per month together with a 12% provident fund and 6% Superannuation Fund/ Special Allowance.
Additionally the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with Rs 500,000 floater cover for your immediate family.
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 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.
Please note that applications without (a), (b) and (c) will NOT be considered:
(a) Complete the Online Application Form
(b) Attach a detailed CV
(c) Complete the motivation segment in the Online Application Form
Applications are invited till 15th December 2017 (mid-night)
Internal candidates applying for this position need to upload their appraisal forms for the previous 2 years (if applicable) else the application will not be considered.
- Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered.
- Applications submitted post closing date of the vacancy will not be accepted.
- 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, 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.
Any other information (or specific local Post requirements):
The British Deputy High Commission (BDHC) in Mumbai is the equivalent of a Consulate General. The Head of Post is the British Deputy High Commissioner, who is the equivalent of a Consul General. The BDHC is located in the BKC area of the city. It has 100 staff members focussing on areas as diverse as the promotion of the United kingdom as a trade and inward investment partner of choice for India, consular services to British nationals, political relations, media and communications, corporate services, visas for Indian national wishing to go to the UK, science and innovation and relationships with the Indian customs services. It also has subordinate posts in Pune (British Trade Office) and Goa (British Nationals Assistance Office), for which the job holder will also oversee security aspect.
The BDHC is a busy mission in keeping with the strength of the UK/India relationship, and the prioritisation given to India by the British Government, resulting in a high volume of very senior visitors, trade delegations and the delivery of big events to maximise and increase the value of the bilateral relationship. We have a very high profile in Mumbai. The BDHC takes the welfare and development of its staff very seriously. It is our Indian and British staff who work tirelessly, together, to deliver our work. We think you will find working for the BDHC to be a unique and fun experience.
The UK-India relationship is powerfully strong – and will continue to be so and get stronger and both Governments prioritise it. Links between India and the United Kingdom are modern and cover a wide range of areas where we are engaged including:
- Trade and investment – we want UK companies engaged in India, and Indian companies investing in the UK’s potential. In Mumbai we also have teams specifically promoting Wales and Scotland’s potential.
- People to people links – we want Indians to (i) study in the UK (ii) visit and enjoy the UK (iii) research in the UK (iv) set up companies in the UK.
- Cultural links - The UK/India 2017 Year of Culture reveals our strong links in areas as diverse as literature, film, dance, sports and music. We also want to expand English language learning.
- Science and innovation links and sharing
- Engaging the political and media communities, and working with community and other groups promoting development.
- Working with the Government on its smart cities, urban development, ease of doing business and Make in India policies.
- Providing a quality consular service to British nationals in India.
This opportunity is closed to applications.