View Vacancy - Personal Assistant and Admin Officer (Political Team) - A2, New Delhi
"Note : All applicants are required to mandatorily fill the complete online application form including the employment and educational details, motivational segment and competency questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.’’
Please note that due to Covid-19 outbreak, the start date of employment mentioned in the advert is tentative, subject to normal business of British High Commission. All recruitment campaigns will remain open for applications, we will progress the recruitment process as swiftly as possible and continue to review all applications, monitor progress and developments. We will be in touch with you for the interviews/ should there be further updates on the application, however given the circumstances, kindly expect some delay in response and please reach out to SAAD.Recruit@fco.gov.uk if you have any further questions.
Main purpose of the job:
This role is at the heart of the Political Team to support the delivery of a range of the High Commission’s key objectives in India. You will work as a vital part of a small, busy team supporting business and finance management for the political team, ensuring the smooth running of office systems, accounts and processes. Part of your role will also be to assist the Minister Counsellor, Political and Press, in the capacity of Personal Assistant. The successful candidate will also have the opportunity to get involved with the wider political teams objectives such as supporting UK funded projects and events.
Roles & Responsibilities:
Personal Assistant to the Minister Counsellor (40%)
- Supporting the Minister Counsellor, Political and Press, to manage their time and resources effectively (the Minister Counsellor is the UK’s head of political affairs and public diplomacy in India).
- This will include day-to-day management of the Minister Counsellor’s diary, as well as booking travel and organising meetings.
- The successful candidate should proactively help the Minister Counsellor strategically manage their time by planning engagements to deliver the British Government’s objectives in India.
Finance and Office Management (60%)
- Manage the budget for the Political Team, including processing payments and providing expenditure insights.
- Maintain the team’s IT filing system and ensure folders are correctly set up, labelled and archived as required.
- Liaise with the IT Dept to ensure that IT equipment and systems are maintained and in working order at all times.
- Ensure stationery supplies are regularly ordered and maintained. Ensure systems are in place for internal/external mail, office storage, filing and recycling.
- Assist with Political Team meetings – facilitating room bookings, sending out meeting requests and book catering.
- Manage the political section library.
- Provide flexible support to the Visits team during busy periods. This may include providing logistical support and on the ground support during VIP visits when necessary.
- Flexible support to the Department on priority projects/goals.
What we do:
This position will provide the successful candidate with excellent experience within the Political team, one of the busiest teams in the mission. The Political Team leads on a number of senior visits each year, and organises regular high profile events and ongoing bilateral projects and programmes.
What we want from you:
This role involves working at the heart of the British High Commission and working to the Minister Counsellor, Political and Press.
The successful candidate will manage the smooth running of the office systems, accounts and processes as well as support on a range of diary management tasks for the Minister Counsellor. The candidate will need to use their initiative and creativity to meet their goals.
The successful candidate will be a key part in a large team, working with colleagues in both the High Commission and the network across India, as well as external contacts. Therefore, strong interpersonal skills are essential.
The candidate will need to manage administrative, budgetary and logistics processes to the highest possible standard. The successful candidate will need to be systematic and thorough in their approach to tasks, have strong initiative and excellent attention to detail, a ‘can do’ attitude and resilience under pressure. They will also be involved in the wider work of the Political team, providing crucial admin and budget management support.
Strong IT skills will be essential for the candidate to perform their role effectively as well as supporting other members of the team.
We are looking for someone who is enthusiastic, a good team-player, a self-starter who is keen to use their initiative, and deliver quickly and efficiently.
Working at the heart of the British High Commission, the job will particularly suit someone with a strong interest in politics, international affairs and the UK.
The British High Commission offers an excellent package of structured training, mentoring, job-shadowing and supports staff to have a good work/life balance.
Language requirements:
English
Spoken - Fluent
Written - Fluent
Essential on arrival: Microsoft Excel and Word experience.
Previous office skills – including experience of working in a busy office environment and within a team.
Experience of prioritising and using own initiative to deliver work in an office environment.
Experience managing budgets and processing payments.
For British High Commission (BHC) candidates, the Local Staff BHC Terms & Conditions will apply.
For other than BHC candidates, salary will be INR 43,901 per month plus 12% provident fund and 6% special allowance.
Additionally the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with Rs. 500,000 floater cover for your immediate family.
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.
To Apply:
Please note applications without (a) and (b) will not be considered.
a) Complete the Online Application Form
b) Complete the motivation segment in the Online Application Form and the competency questions.
Internal candidates applying for this position need to upload the appraisal forms for the previous 2 years (if applicable). They should also inform their current line managers, else the application will not be considered.
We will accept only online applications by ''22nd July 2020” midnight (IST).
Please note that all the applicants will be required to strictly adhere to the security guidelines for British High Commission.
Please Note :
- 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, educational and professional.
We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly.
This opportunity is closed to applications.
