View Vacancy - NZA - Executive Assistant to the Consul General Auckland / Deputy Governor of the Pitcairn Islands, A2 (L)
The Executive Assistant to the Consul General/Deputy Governor provides dependable and quality organisational support to assist achieve the objectives of the Consulate and Pitcairn Island management and administration.
The jobholder is expected to achieve the following -
- Manage all aspects of the Consul General’s (CG) diary.
- Arrange meetings/breakfast/lunches for the CG with contacts in Auckland and the Pitcairn network.
- Organise internal meetings, collate and distribute briefing and information ahead of meetings, liaising with the British High Commission in Wellington, the Foreign and Commonwealth Office in London, Pitcairn Island and the Auckland based Pitcairn Island Office.
- Screen all invitations and in consultation with the Deputy High Commissioner accept/decline accordingly.
Corporate Services (CS):
- Ensure that the Consulate runs smoothly by application of professional administrative standards and early identification of office management issues affecting the building and the staff.
- Liaise with service providers, the Corporate Services team in Wellington; the Facilities Management Office and building managers to ensure action is taken to resolve issues, tracking and monitoring progress.
- Ensure the FCO’s health and safety standards are recognised and adhered to at the Consulate.
- Ensure Post security requirements are applied and maintained at the Consulate.
- Routinely review, profile and account for CG’s travel, business hospitality and representational spend within advised budgets and ensure Corporate Services Manager is kept updated with anticipated variances;
- Manage the CG’s Corporate Credit Card in accordance with Foreign and Commonwealth Office procedures.
- Procure items for the Administrator of Pitcairn, liaising with the Pitcairn Island Office over expenditure made on the Island.
- Ensure all procurement and associated processes are completed correctly and without delay.
- Typing from manuscript and audio, opening mail/registering documents
- Manage emails and telephone calls on a wide range of subjects (from internal and external contacts and the general public);
- Meet and greet visitors;
- Be familiar with the process of setting up video conferences and arrange when required.
- Scan / photocopying documents;
- Manage logistics for visiting VIP’s (i.e. visiting Ministers)
- Competent in verbal and written communications skills.
- High quality professional Executive Assistant experience at a senior level
- Office management experience
- Financial management and budget monitoring skills
Salary is NZ$56,691per annum prorate to reflect 76% employment (NZ$3,590 per month), plus up to 5% superannuation subsidy on a $ for $ basis. The role also offers great learning and development opportunities, through formal training, on-the-job learning and taking on new challenges.
Normal office hours are 9:00 am to 5.00pm. Your part time working pattern is negotiable with the Consul General and flexible working is encouraged. Some flexibility may be required to meet surges in workload.
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.
Open only 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 or be able to obtain work authorisation for New Zealand in order to apply. Staff recruited locally by the High Commission is subject to Terms and Conditions of Service according to local New Zealand employment law.
All applications must be received before 23:55 (NZDT) on 20 December 2017.
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.
Interviews are expected to take place on the week of 08 January 2018. 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.
For more information on the work of the British High Commission, visit our website http://www.gov.uk/government/world/new-zealand and follow the High Commissioner on Twitter @jwrsinclair.
This opportunity is closed to applications.