View Vacancy - Pro-Consul, Visa, and Compliance Officer AO (04/23 ABI)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Consular

Main purpose of job:

The British Embassy in Abidjan is growing!

The Embassy in Abidjan is part of the worldwide UK diplomatic network representing British political, economic and consular interests overseas.

The jobholder will report to the Second Secretary (Regional Political), and work closely with the Corporate Services team.

They will deliver high-quality consular services to British nationals and their families, and respond swiftly, compassionately and professionally to consular queries. The jobholder will build local partnerships, and develop and embed our consular prevention work, ensuring our customer communications are correct and up-to-date. The officer will support the Embassy’s drive to maintain high levels of consular and crisis preparedness, and will perform administrative and information management tasks.

The jobholder will help to channel and prioritise urgent VIP visa requests, in line with guidance, working with the external visa service providers and regional colleagues.

The jobholder will also cover estate compliance issues, including health and safety and procurement issues.

The successful candidate will have strong interpersonal skills, good judgement and be well-organised with the ability to forward plan and to work well independently. The Embassy offers the opportunity to work in a supportive, empowering, inclusive, English-speaking working environment, as well as a good work-life balance, and a fantastic L&D offer.

 Main duties and responsibilities :

Consular Assistance (25%)

  • Lead on prevention work, including ensuring that information packs are up kept to date and are legally compliant, building networks, and that relevant colleagues have the latest information on processes in order to be able to advise British nationals and members of the public correctly. Keep all public-facing information channels up to date and assist in producing and developing communication campaigns on consular services.
  • Administrative work e.g. filing, completing consular returns and updating consular information.
  • Provision of consular assistance to distressed or vulnerable British nationals. Though there are not many British nationals in Côte d’Ivoire, it is important that we provide an exceptional service when needed. Duties will include: advising and assisting victims / families following the disappearance, hospitalisation or bereavement of British nationals, by liaising with local police, hospitals, funeral directors, courts, insurance companies and other local authorities, offering help and advice where required. Assisting British nationals (and their families) detained following their arrest and detention by liaising with courts, prisons, lawyers and other local authorities and undertaking occasional prison visits.
  • Provide consular assistance by telephone, e-mail, in person or by visiting customers sometimes (though very rarely) out-of-hours if there is an emergency which requires local action.
  • Provide timely and accurate written records of case actions taken; ensure cases are recorded correctly and appropriately; and give written and verbal updates to senior embassy and HQ staff.
  • Process requests for Emergency Travel Documents and identity checks, working with the Ivorian authorities, and Emergency Passports.
  • Develop strong working relationships with key external partners, organising meetings for senior colleagues where needed.
  • Undertake an annual comprehensive review of Travel Advice.
  • Ad hoc tasks as required.

Crisis Preparedness Planning and Response (10%)

  • The jobholder will support Embassy crisis preparedness and planning work, in collaboration with the Second Secretary, including helping to keep the Crisis Management Plan up to date, organising regular crisis exercises, and maintaining response kits.

Visas (15%)

  • The Embassy does not issue visas. The officer will act as Embassy first point of contact for urgent and exceptional visa requests for the UK. They will provide guidance on applying to our external providers for visas and will provide judgement and support on senior facilitation when needed.
  • Act as focal point on visas for delegations going to and coming from the UK.
  • Build relationships with visa service provider and HMG regional visa colleagues.

Compliance (45%)

  • Ensure that the UK government’s compliance requirements are met, including on procurement, health and safety  in liasion with colleagues across the embassy
  • Obtaining quotes for Estates requirements and ensuring that procurement rules are met
  • Receiving goods and services 
  • Checking invoices for accuracy before submission for payment
  • Carrying out routine checks and maintaining documentary evidence of compliance.
  • Ensuring all staff, visitors and guests are aware of regulations.
  • Organising a programme of related compulsory and desirable training (and ensuring the correct participation.
  • In collaboration with the Estates Manager, perform and document inspections and hazard risk assessments.
  • Ensure systems and data are maintained and verified on a regular basis.
  • Prepare for and respond to audit requests and global assurance processes.
  • Other tasks as required.

Corporate (5%)

  • All Embassy colleagues are expected to play a wider role in the effective functioning and wellbeing of the Embassy team.

 Essential qualifications, skills and experience

  • Fluency in English and French (both oral and written);
  • Consular work can sometimes be distressing and of a sensitive nature. The successful applicant will therefore be expected to demonstrate high levels of personal resilience and emotional intelligence, maintaining absolute consular confidentiality and impartiality, keeping in line with the Foreign Commonwealth and Development Office (FCDO) consular guidance and Customer Charter.
  • Ability to handle sensitive information appropriately;
  • Strong problem solving and analytical skills, with an aptitude for delivering results to a high standard within tight deadlines and adapting to changing aims;
  • Strong prioritisation and time management skills;
  • Strong verbal communication skills and ability to communicate confidently and appropriately with colleagues, VIPs, stakeholders and customers at all levels;
  • Strong written communication skills; ability to analyse and report on financial information and guidance;
  • Experience in following and ensuring compliance with organisational guidance and procedures. Ability to make decisions using written guidance, sound judgement and evidence, and to maintain effective, accessible documentary records and databases;
  •  Strong organisational, administrative and planning skills.
  • Awareness of need to deliver value for money when using public funds, and of spending appropriately.
  • IT Skills (Microsoft Office including Excel, Outlook, Word and Power Point).

Resources managed (staff and expenditure):

Consular fees and local budget for work-related items.

  • Minimum 2 years of related experience;
  • High levels of discretion, with a resilient, flexible and ‘can do’ attitude;
  • Excellent organisational, administrative, time and information management, and interpersonal skills;
  • Strong IT skills, especially in Excel, Outlook, Word etc;
  • Customer service : Proven experience in a customer-facing role meeting the needs of a wide range of customers.
  • Personal Resilience : Flexibility and patience to deal with often difficult and demanding situations, including the ability to work out of hours if needed (n.b. this is rare).
  • Networking skills : Proven track record of developing and maintaining a range of external contacts
  • Assisting Vulnerable People : a background in providing support to vulnerable people would be an advantage.
  • General knowledge of Côte d’Ivoire’s social services and administrative systems, including the justice system, laws and regulations;
Seeing the Big Picture, Changing and Improving, Managing a Quality Service, Delivering at Pace, Working Together, Developing Self and Others
29 March 2023
Administrative Officer (AO)
Fixed Term, Fixed term, with possibility of renewal
12 months
Africa
Côte d'Ivoire
Abidjan
British Embassy
XOF 694,007
1 June 2023

Learning and development opportunities:

The British Embassy in Abidjan prides itself on its strong learning and development culture. We offer fantastic opportunities to our team, and encourage an environment of continuous development and improvement. We provide on-the-job learning, online courses, formal training, mentoring, and the opportunity to learn from colleagues in the region through shadowing, conference attendance and job swaps – for example, the pro-Consul usually attends the West Africa regional consular conference, last year it was in Accra and the year before in Dakar. British Embassy colleagues can also bid for resources to undertake professional qualifications that will help them deliver effectively in their job.

Working patterns:

The job is office-based. Occasional working from home will be permitted with the advance agreement of the line manager.


Any other information:

Out of hours working will be required on occasion but Time Off In Lieu can be claimed.

The British Embassy Abidjan team is growing quickly at the moment, given the UK government’s increasing focus on Côte d’Ivoire. It is a small and friendly team of around 25 colleagues - as well as the development team, the embassy comprises trade, political, corporate services and consular teams. This role will report to the Second Secretary (Regional Political) but will work closely with colleagues across the Embassy, particularly the Estates Officer and Corporate Services Team. They will also be in frequent contact with the Consular Regional Operations Manager, who is based in Accra.

  • 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 Côte d’Ivoire .
  • 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;
  1. Obtain the relevant permit
  2. Pay fees for the permit
  3. Make arrangements to relocate
  4. Meet the costs to relocation
  • The British Embassy/High Commission does not sponsor visas/work permits 
  • 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
  • Appointable candidates who were unsuccessful may be placed on a ‘reserve list’.  If during the reserve period of 12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
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This opportunity is closed to applications.