View Vacancy - Aviation Security Coordinator (07/20 NR)

Main Purpose of Job

The Aviation Security Coordinator provides support to the Department for Transport (DfT) Aviation Security Liaison Officers (ASLOs) within the Sub-Saharan Africa (SSA) region. They will work in conjunction with both the SSA desk officer based at DfT HQ in London and the Aviation Security Coordinator based in Nigeria to support not only the ASLOs in Kenya and Nigeria, but also those covering other Sub-Saharan African states remotely from London.

The successful candidate will need excellent administration skills, and to be able to prioritise and cope well under pressure.  On any given day, they will be working to a variety of workstreams and across various projects, with changing circumstances and priorities. They will need to be proactive (for example, resolving issues by a telephone call or visit where more appropriate), have good judgement (including knowing when to escalate issues to team members) and be highly organised, keeping track of deadlines and requests.

This will be a varied and interesting position – the jobholder can expect to get a good background on Aviation Security in both the UK and in our host countries. As well as the core duties set out in the job description, there will be scope to liaise with other CT colleagues within the mission and also deliver training and take part in crisis exercising.

Main Duties and Responsibilities: 

• Routine administrative support including bulk printing/photocopying/collating briefing or training packs.
• Meeting co-ordination, including booking internal or external rooms, making diary appointments or invitations and arranging IT/catering/etc as required.
• Arranging programmes for official visitors, including making flight and hotel bookings, facilitating visas, and passing on information to visitors on issues such as security, invoicing etc.
• General support to the ASLO including co-ordinating stationery orders, transport requests, IT requests, drafting of meeting agendas, invitations or other documents as required.
• Information management including managing the shared folder and ensuring paper and electronic filing, storage and security of documents (particularly key documents such as briefings, contracts, invoices)
• Establishing and maintaining a contacts list of stakeholders (both internal and external) for ASLOs and ensuring relationships are maintained and kept up to date.
• Supporting ASLO work within Kenya and the region including travel and accommodation bookings, organising logistics for Capacity Development events and drafting of Note Verbales and other official correspondence.
• Ensuring ASLO expenditure records in-country are kept up to date and in line with FCO and DfT processes. Manage any programme budget and office expense reconciliation.
• Monitoring and assessing local media and other sources for news and developments in aviation security and the wider aviation industry.
• Monitor and Track of any DfT resourced equipment gifted or donated to host states, and ensuring the host states are in compliance with relevant MoUs.
• Overall, ensuring the day-to-day operational needs of the ASLOs are met.

Resources Managed (Staff and Expenditure)

Will include office stationary, project managing expenditure for training programmes and expenses for visitors

• Experience of providing administrative support in a busy working environment.
• Fluency in both oral and written English.
• Strong organisational skills including attention to detail, keeping track of deadlines, and ability to manage own work with limited supervision.
• Strong collaborative and interpersonal skills including professional and confident communication with external stakeholders and team members.
• Experience in having built and cultivated relationships with organisations and individuals.
• IT skills including in MS Office applications Word and Excel.
• Only nationals of Australia, Canada, UK, USA and New Zealand will be considered for the role (holding a nationality of another country along with one of the aforementioned 5 countries is not an automatic bar)