View Vacancy - Office Manager - B3
Length of contract - 2 Years ( Renewable)
MAIN PURPOSE OF JOB
The Office Manager provides day-to-day operational and administrative support to the National Crime Agency (NCA) International Liaison Officer (ILO) who works with government, law enforcement and civil society in the region on serious and organised crime matters which impact the UK.
This role involves office administration, managing budgets, IT management, arranging meetings and travel, planning visits for incoming and outgoing guests, partial-management of driver and responsibility for dealing with sensitive matters on behalf of the ILO, often at short notice and sometimes outside of core hours. This role also involves intelligence development, case management and strategic analysis of criminal trends. The jobholder is required to liaise with host nation authorities on behalf of the ILO and carry out other duties considered necessary by the department.
Duties & responsibilities
Liaising and maintaining relationships with Indian and some regional Government Officials, Law Enforcement Agencies, Industry and Civil Society on behalf of ILO.
Representing the ILO at key routine, planning and coordination meetings, as well as working groups, when required.
Acting as the first point of contact for calls and general enquiries to the office from UK, regional, international and other stakeholders.
Proactive liaison with local British High Commission staff on operational, finance and other matters, as necessary.
Organising meetings, managing diary appointments, travel and accommodation for the ILO, as required.
Managing day-to-day tasking of the official driver.
Taking initiative for liaison with colleagues regarding the provision of and smooth running of office IT.
Negotiating effectively, being well prepared for meetings and able to respond to unexpected circumstances with tact and diplomacy.
Able to present information effectively, including the use of PowerPoint, charts and Tables.
To be a key member of the team working to deliver departmental objectives and priorities in the region. Representing the department in a highly professional manner.
Working closely with other teams within the British High Commission to help achieve wider team objectives.
Helping others to get the job done, providing cover, contributing to wider HMG activities in the Mission.
Welcoming challenges, and being willing to challenge others constructively.
Recognising impact of own behaviours on others, respecting others, different cultures, beliefs and needs.
Developing appropriate contacts in other parts of HM Government, the British High Commission, other diplomatic missions and with external partners.
Forecasting, profiling and monitoring budgets, identifying potential over/under spends and maintaining financial forecasting and recording in line with departmental policy.
Achieving value for money when procuring services from external suppliers and planning the budgets for the office and for specific events such as visits and training courses.
Ensuring payments are made on time and are effectively recorded, with bills and receipts filed and kept, as per departmental policy.
Assisting the office in organising events such as training courses and hosting international delegations.
Producing comprehensive briefing packs for visits including background and security information.
Planning, organising and directing visitor movements and other transportation during large visits (often working to multiple simultaneous requirements).
Assisting in maintaining the office filing structure, case management system and saving and retrieving important documents and information in an auditable manner.
Maintaining the office database of official internal and external contacts, both in the UK and overseas.
Liaising with HM Government and other UK partners.
Understanding who our stakeholders are, their needs and keeping in close contact with them and responding to their changing priorities and requirements.
Liaising with international stakeholders to arrange visit schedules, plan events and organise meetings etc.
Taking a proactive part in team discussions and planning to ensure to team success.
Establishing facts before taking action, proposing logical and timely solutions based on factual evidence.
Identifying risks and suggesting ways to manage them.
Defending solutions effectively, particularly under pressure.
Taking an interest in the bigger picture to develop an understanding of how the role fits into wider HM Government work.
Identifying opportunities to add value and identifying potential conflicts in policy or service delivery. Taking initiative to resolve such conflicts.
Dynamically assessing and updating risk assessments business continuity plan.
Reviewing and updating tactical and strategic threat assessments, when required.
Seeking and acting upon feedback.
Being a self-starter and demonstrating initiative and resourcefulness to take on new tasks and resolve issues appropriately and quickly.
Recognising where there is scope for improvement to working practices and taking appropriate action.
The Office Manager will be a locally engaged member of the team, who will work closely with the Head of the Department in the region. The role will involve access to and handling of sensitive information, so the officer must have, or be capable of acquiring a UK SC security clearance. A high level of discretion is critical to this role. The job will involve interaction with government and law enforcement partners as well as periodic attendance at conferences and working groups, so excellent interpersonal and presentation skills are necessary.
The high volume workload for this department means that the job holder must be well organised, able to act using their own initiative with minimum supervision and to deal calmly and efficiently with competing priorities and short deadlines, working flexibly and sometimes beyond core hours, when required.
The job holder must be a team player and since the Office Manager will be the first point of contact for external stakeholders, the job also includes a significant element of relationship building and management. The job includes occasionally working or travelling outside office hours. Flexibility is therefore important, and flexi time / time off in lieu is available.
Learning opportunities include a range of relevant courses available through the British High Commission’s Regional Training Centre in New Delhi, along with opportunities to take on more responsibility through learning on the job.
Resources managed – No formal line management of staff, but the job involves oversight and tasking of the driver and also day-to-day management of the departmental travel, subsistence and hospitality budget on behalf of the Budget Holder.
EDUCATION: A degree or equivalent qualification, or the ability to demonstrate an equivalent level of knowledge and skill.
EXPERIENCE: 1 year relevant experience of working in an office environment.
The ideal candidate will possess the following personal qualities:
- Excellent interpersonal skills and the ability to work as a reliable member of a team.
- Efficient with excellent planning and organisational skills, including the ability to plan and organise complex timetables and itineraries.
- High attention to detail.
- Effective written and verbal communication skills.
- The ability to work using own initiative and under supervision.
- The ability to cope under pressure.
- Good all round IT skills and ability to set up administration systems reflecting good practice.
- Ability to see things from a range of different perspectives.
- Responsive, motivated and able to ‘get things done’ and resolve issues with minimum supervision.
- An interest in working with international visitors and organising itineraries, meetings and briefings.
- A willingness to learn about the work of the department and wider HM Government interests.
For British High Commission (BHC) candidates, the Local Staff BHC Terms & Conditions will apply.
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.
- Complete the Online Job Application Form
- Attach a detailed CV
- Complete this duly filled Pre Employment Questionnaire
Internal Candidates please Note:
- Please attach the Appraisal form of last two years.
- 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.
Because of the security clearance requirement only nationals of the following countries are eligible to apply:
UK, USA, Canada, Australia, New Zealand.
Candidates must be able to provide a checkable personal record in the UK or in the country of their own origin within the past 10 years.
However, applications will be considered from candidates working overseas for HM Government in the past 10 years or who already hold adequate security clearance. In light of the tight timings ALL applicants must have permission to work in India.
Applicants who do not meet this criteria will not be considered. Evidence of your nationality and permission to work in India must be sent with your application form, for example, photocopies of the details page of your passport and/or visa.