View Vacancy - Private Office Assistant - A2

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)
Private Office

Main purpose of job:

To be a vital assistant to support the work of the High Commissioner and Deputy High Commissioner as part of the High Commissioner’s Private Office and working to the Chief of Staff to the High Commissioner.

Roles and responsibilities / what will the jobholder be expected to achieve?:

This role is a vital support for the entire Private Office, to enable the large volume of work that is handled by the High Commissioner and Deputy High Commissioner’s Private Office to be processed smoothly and efficiently.  The jobholder will work alongside Personal Assistants for both as:

  • Point of contact for external phone calls to HC and DHC, particularly where Urdu language is required: assisting callers, filtering calls for HC & DHC, and re-directing as required.
  • Managing all mail addressed to HC and DHC.  Requesting draft replies, chasing and monitoring responses to ensure replies are sent within the agreed time frame. Logging all incoming invitations and ensuring RSVPs are sent promptly. Scanning invitations/correspondence and forwarding to relevant departments for action.
  • Typing all unclassified work for HC and DHC and drafting some letters.
  • Part of the team working on events hosted by the High Commissioner including the annual Queen’s Birthday Party which is administered by Private Office. Leading on social events hosted by the Deputy High Commissioner, and other smaller events including compiling guest lists, writing and sending out invitations, chasing RSVPs and arranging security.
  • Maintaining the Private Office Contacts Database in Outlook and pro-actively keeping this up to date.
  • Setting up regular meetings for the HC and DHC with external contacts including from Government Ministries and other diplomatic missions.

The ideal candidate will be someone with excellent language skills in both Urdu and English, able to handle challenging telephone calls in both languages, and to write clear letters and emails in English.  They will need to be able to manage a busy workload, be agile, and prioritise effectively. Requests will come from all sides and will often be at very short notice.  The ideal candidate will therefore also need patience, diligence and discretion. This is a great opportunity for an ambitious individual to help improve the way the Private Office works, so great ideas are always welcomed.  Experience in a busy office environment and working within a team would be an advantage. 

Essential on arrival:  

  • Excellent communication skills in English & Urdu.
  • Strong organisational skills and attention to detail.
  • Good typing skills.
  • Knowledge of Microsoft applications i.e. Excel/Word/Outlook.
  • Able to deal politely and effectively with colleagues and contacts outside the mission.
  • Should be a team player and able to support colleagues.
  • Able to work well under time pressure.

Education: Bachelor’s Degree

Desirable: At least Two year experience of working in same environment.

26 November 2017
Administrative Officer (AO)
Permanent
48
South Asia & Afghanistan
Pakistan
Islamabad
British High Commission
1
83,232
1 January 2018

Salary Details:

For BHC candidates, the Local BHC Terms & Conditions will apply.

For other than BHC candidates, Basic Salary will be ­­­­­­PKR 83,232 per month.

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 forces are 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:

Each application is considered on its own merits, but the successful applicant will be subject to satisfactory security clearance. Applicants must be willing to undergo the clearance procedure, and your application should set out your nationality and places of residence for the past five years.

Please note applications without (a), (b) and (c) will not be considered.

(a)     Complete the Online Application Form

(b)     Attach a detailed CV

(c)     Complete the Motivation section in the online application form (no more than 600 words) setting out why you are the suitable person for this role. Your statement should include clear examples of how you meet the key competences.

Internal candidates applying for this position need to upload their appraisal forms for the previous 2 years (if applicable) and also inform their current line managers. Else the application will not be considered.

We will accept only online applications by ­­“26th November’17” midnight.

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.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.