View Vacancy - Protocol Officer – Corporate Services, 22/18 PTA
Main purpose of job:
The Corporate Services Protocol Officer will work under the direct supervision of the Corporate Services Office Manager, The candidate will assist the Corporate Services Office Manager in effectively and efficiently managing the functions of the Corporate Services Department. The Corporate Service Protocol Officer will have overall responsibility for the management of permits for the British High Commission and Department for International Relations Cooperation and the South Africa Licensing department.
Roles and responsibilities:
The below roles and responsibilities are general guidelines. They are not limited to the detail below and are subject to change from time to time with prior consultation.
The below roles and responsibilities are general guidelines. They are not limited to the detail below and are subject to change from time to time with prior consultation.
- Provide a quality customer service. Duties will include managing the South Africa Travel and Movement mailbox, responding to all queries within 24 hours and providing a pro-active quality response, daily walk-in customer service, communicating and working in partnership with all relevant departments such as transport, security and estates with regards to all relevant enquires received, etc.
- Familiarise, understand and apply best practice with regards to the Corporate Service Charter. This documentation outlines the service level agreement between Corporate Services and Partners across Government and will assist you to manage the relationship with your customers.
- Manage a quality, pro-active and consistent customer service for new arrivals. This will include duties such as providing welcome packs, post information (i.e. Corporate Services Charter), arrangements around heavy baggage /unaccompanied airfreight (UAF), Certificate A’s, continues and consistent customer engagement, bank letters, meet and greet on arrival date, etc.
- Familiarise, understand and apply best practice with regards to the Department for International Relations (DIRCO) standard operating procedures and service level agreements for new arrivals. These duties include the process of announcing new arriving UK Bases staff member, the accreditation process of compiling and submitting supporting documentation (passport copies, note verbal’s, accreditation forms, etc), obtaining diplomatic identity documentation and residency permits, short term postings, new born, extending postings, etc.
- Familiarise, understand and apply best practice with regards to DIRCO’s standard operating procedures and service level agreements for vehicle registrations, de-registrations and VAT claims. These duties will include assisting the customer to prepare the required forms and supporting documentations for instance permission to purchase/sell, Certificate A’s, submitting applications to the South African Review Services (SARS), imports, working in partnership with the SA Licensing Department, etc.
- Manage a quality, pro-active and consistent customer service for current posted customers. This will include duties such as creating note verbal’s to fellow embassies to assist with visa applications, general enquiries, etc.
- Manage a quality, pro-active and consistent customer service for customers departing post. This will include familiarising, understanding and applying best practice with regards to DIRCO’s standard operating procedures and service level agreements for departures (i.e. collecting diplomatic identity cards, vehicle de-registrations, etc), assist with heavy baggage / unaccompanied airfreight UAF, etc.
- Other administrative duties. These duties includes creating and recording note verbal’s, maintaining the staff establishment lists, file and maintain staff records and securing personal information at all times (i.e. locking away all documentation daily before leaving for home), Prism Requisitioning, Hotel bookings, etc.
- Microsoft office proficient
- Good oral and written communication skills
- Attention to detail and initiative
- Good customer service skills coupled with an ability to handle difficult customers
- Ability to work under pressure
- Good organising skills
- The British High Commission pays in full for the Key Care Plus option on Discovery Health for staff including spouses/partners and dependants.
- Once you have successfully completed your probation the British High Commission will contribute 9% of your monthly salary to a Provident Fund.
- Annual leave entitlement of 25 days
- Working hours per week of 36.5
- Please complete the application form in full.
- Failure to do so may result in a determination that you do not meet the requirements for the position.
- Employees recruited locally by the British High Commission in Pretoria are subject to the Terms and Conditions of Service according to local employment law in South Africa.
- All applicants must be legally able to work in the country of application with the correct visa/status or 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.
- Any questions you may have about this position will be answered during the interview, should you be invited.
- 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
- Successful candidates not resident in South Africa will be personally liable for costs and arrangements to relocate, including accommodation and work permits.
- Check your application and attachments before you submit your application, as you will not be able to make any changes once submitted.
- The British High Commission will never ask you to pay a fee or money to apply for a position.
This opportunity is closed to applications.