View Vacancy - Receptionist and Administrative Assistant A1 (01/21 ABI)
Main purpose of job:
The jobholder will be required to carry out the following key duties:
- Efficient front and back office management,
- Responding to all telephone calls and customer enquiries in a prompt and professional manner
- Various administrative tasks
- Consular support as necessary
- Communications support as necessary
Roles and responsibilities:
- Respond to all telephone enquiries and manage the answering machine system.
- Manage and respond to emails in the Embassy mailbox.
- Receive and send out mail, including by driver delivery.
- Writing and translating letters and official documents for government bodies.
- Supporting members of staff with administrative and ad hoc tasks.
- Make hotel or other temporary accommodation bookings for visitors to the Embassy.
- Keep electronic and paper records and files up to date.
- Provide support and cover absence of the Ambassador/ Deputy Head of Mission’s Personal Assistant including diary management, setting up meetings and making follow-up calls.
- Provide PA support to the rest of the Embassy team where required.
- Provide general support to Corporates Services Manager on Finance, Estates (property management) and logistics (transport management).
- Provide support to organise events and receptions, including sending out invitations and making follow-up calls.
- Provide support and cover absence of the Pro-consul in consular work as required.
- Assist the Political and Communications Officer in communication work as required.
- Other ad hoc administrative duties.
- Experience in office management
- Experience in dealing with the public
- Excellent organisational skills
- Excellent communication skills
- Excellent IT skills in Microsoft Office
- Fluent in English and French.
- A degree in any administration related field is desirable
- Minimum of 3 years in an administration role is desirable.
Learning and development opportunities:
Consular and crisis training
Communications training
Access to a variety of learning opportunities offered by Diplomatic Academy
The British Embassy is a small but dynamic mission with a culture which encourages staff to be creative and take the initiative. Staff at the Embassy are expected to be team-players, willing to support colleagues in other areas of work as necessary. Good communication and team-working skills are highly desirable.
The British Embassy is a rapidly growing and dynamic mission with a culture which encourages staff to be creative and take the initiative. Staff at the Embassy are expected to be team-players, willing to support colleagues in other areas of work as necessary. We place a high value on creating a supportive and welcoming place of work where all colleagues are respected for their contribution. Good communication and team-working skills are highly desirable.
The British Embassy in Abidjan is a small diplomatic mission. Your role will be essential in providing operational support to the team and helping to ensure the efficient running of the Embassy.
- Please complete the application form in full as the information provided is used during screening.
- Please check your application carefully before you submit, as no changes can be made once submitted.
- Employees recruited locally by the British Embassy in Abidjan are subject to Terms and Conditions of Service according to local employment law in Ivory Coast.
- All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
- The responsibility lies on the successful candidate to;
- Obtain the relevant permit
- Pay fees for the permit
- Make arrangements to relocate
- Meet the costs to relocation
- The British Embassy/High Commission does not sponsor visas/work permits except where it may be local practice to do so.
- Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
- 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 Please note: AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Reference checking and security clearances will be conducted on successful candidates.
- The British Embassy will never request any payment or fees to apply for a position
This opportunity is closed to applications.