View Vacancy - BK - Project and Team Administration Officer, AO

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 (Policy & Political roles)
Political

MAIN PURPOSE OF THE JOB:

The British Embassy Bangkok is a large diplomatic mission of around 140 staff delivering a dynamic and rapidly expanding programme of activity in support of the UK’s objectives including on prosperity, trade, security, open societies, consular services and law enforcement. This is an exciting opportunity to join our diverse team.   

  • This role will focus on providing full administrative support to our projects delivered through the UK’s International Programme, including: signposting to guidance on the current operating framework and ensuring processes are followed; providing support to thematic project leads; and undertaking key financial management responsibilities, in particular checking and processing monthly and quarterly invoices submitted by project implementing partners.
  • The officer will support delivery of events for the Political Team and ensure a cross team effort.
  • This role will also provide wider administrative support to the Political Team and play a full part in Embassy corporate initiatives.
  • To support the policy lead on one area of thematic policy, to be agreed with role-holder.

ROLES & RESPONSIBILITIES:

1. Project administration (50%):

  • Support policy officers acting as ‘project leads’ by proactively signposting to, providing updates on, and explaining guidance on the PrOF as it applies to the IP.
  • Work alongside B3 officer on all aspects of project administration.
  • Support policy officers by explaining and signposting guidance on the Programme Operating Framework (PROF) and ensuring administrative processes are followed throughout the project lifecycle.
  • Administer process for external calls for bids.
  • Provide correct templates for bids and budgets.
  • Undertake basic scrutiny of concept notes/bids to ensure key principles adhered to.
  • Prepare contracts / MOUs / grant agreements in line with FCDO guidance. Ensure implementing partners (IPs) are aware of all financial and reporting procedures.
  • Ensure project spend is monitored and payments are made against receipts.
  • Record spend forecasts and monthly spend on projects on FCDO’s financial reporting tool.
  • Check in with project leads to ensure all required monitoring and project completion reports are completed.
  • Request and collate evaluations, including end-of-year.
  • Maintain an up-to-date log of project statuses, including key risks and milestones, communicate effectively, clearly, and in a timely manner to the Head of Outreach and Social Inclusion,  project leads and implementing partners to ensure deadlines are met and requirements are understood.
  • Escalate emerging project risks and issues to the Programme, Policy and Outreach Officer.

2. Events (10%)

  • Work with thematic leads to design and deliver events that maximise our influence and impact, responding to current challenges and utilising technologies to reach our audiences, whilst providing good Value for Money.
  • Scoping and providing suggestions for logistics, venues, travel, and facilities.
  • Coordinate a cross team effort on events, including maintaining guest lists, preparing and sending out invitations.
  • Support event leads in undertaking evaluations. Collate learning from events to understand how we can improve delivery against objectives through future events.

3. Team administration (25%)

  • Arranging and managing bookings for the team: meeting rooms and venues; restaurants; Embassy visitors; catering etc.
  • Request, collate and submit budget forecasting for team travel and subsistence, and business hospitality and events.
  • Input to Communications team on internal communications (e.g. gathering contributions for the Embassy internal newsletter (the Pigeon); and coordination on external communications in conjunction with the rest of the team).
  • Team L&D coordinator: coordinate team and individual bids for funds from the Embassy’s L&D budget; liaise with L&D committee on Lunch & Learn sessions arranged by members of the team; research and liaise with providers for team activities; schedule team L&D activities as required.
  • Set up and manage team meeting appointments, contact guest speakers, and collate and share meeting agendas.
  • Coordinate team stationary order.

4. Other (15%):

  • Actively support the corporate life of the Embassy, and play your part in Embassy crisis preparedness and response work.
  • With oversight and support from relevant policy leads, act as a thematic policy lead on one specific issue. This will involve identifying and monitoring progress against objectives and workplan; and coordinating activity across Embassy teams. Theme may be related to democratic institutions, open societies and human rights.

In times of peak operation demand, work flexibly within the Section and within the Embassy. 

RESOURCES MANAGED:

  • No management of resources. Will be responsible for making and monitoring project payments against receipts.

LANGUAGE REQUIREMENTS:

  • Language: Fluent in English & Thai
  • Level of Language Required: 

    1. English - excellent command of spoken and written; equivalent to IELTS 7 or above



    2. Thai - excellent command of spoken and written Thai; equivalent to C1 CEFR level or above. (Political Thai not required). 

SKILLS / EXPERIENCE / QUALIFICATIONS:

  • Ability to communicate effectively and clearly both orally and in writing when providing advice or responding to demands from colleagues and external interlocutors
  • Basic project management skills
  • Strong numeracy skills
  • Knowledge of Microsoft Office including Word and Excel
  • Positive attitude and proactive approach to working with others
  • Ability to prioritise own workloads and make adjustments to accommodate urgent work items
  • Experience using financial management software
  • Experience in / familiarity with basic monitoring and evaluation
  • Experience working in an international organisation or multicultural setting, or studying or working abroad
Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing
30 June 2022
Administrative Officer (AO)
Full-time, Permanent
36
Asia Pacific
Thailand
Bangkok
British Embassy
1
THB
THB 41,270 per month
26 July 2022

The British Embassy offers a competitive remuneration package, including salary (will be abated for those not liable to tax), benefits, a leave entitlement, Health Insurance and comprehensive development programme based upon business need and individual staff requirements. 

LEARNING & DEVELOPMENT OPPORTUNITIES: The British Embassy Bangkok encourages all staff to develop their capabilities, through both formal training (courses) and informal (job-shadowing, coaching, on-the-job training etc). The majority of our formal L&D opportunities are drawn from FCO resources. All staff are encouraged to share their skills and experience with colleagues, through informal training (‘lunch & learn’) or coaching/mentoring. All staff are eligible for 5 L&D days a year. As stated above, you will be required to complete the trade modules of the Diplomatic Academy upon arrival into the position.

WORKING PATTERNS

This is a permanent, full time role - 36 hours/week, Monday to Friday. We are currently piloting hybrid working (some time working in the office, some time working from home) as we transition back to normal working practices, while ensuring the health and safety of our staff. You will be expected to spend some time out of the office, engaging with partners and stakeholders; some time in the office; and will be able to have the flexibility to work from home. If the context of the pandemic changes, the proportion of time spent at home / in office / in external engagements may change.

The Mission has a smarter working policy and is committed to offering flexible working patterns balanced with the operational requirements of the role. In crisis/emergency situations you may need to work as required to support the Mission response, sometimes on a shift pattern working which may result in unsociable hours and/or weekend working.

As an inclusive employer we are happy to discuss alternative working patterns at interview or at the point of any job offer.

OTHER CONDITIONS:

Employment offers are subject to successful clearance of pre-employment and security checks. Staff who are locally recruited by the British Embassy are subject to Terms and Conditions of Service according to local employment law.

No accommodation or relocation expenses are payable in connection with this position. You must have or be able to obtain correct permit to work or work authorisation in Thailand in order to apply. Any costs related to obtaining or renewing permits and visas are the responsibility of the successful applicant.

Employees who are not liable to pay local income tax on their Embassy salary may have their salaries reduced by the equivalent local income tax amount.

Please note that your application must be submitted before 23:55 on the day mentioned in the above field “Application deadline”.  Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.

Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core competencies listed above. Unsuccessful candidates will be notified via the system in due time

Indicated start date is provisional and subject to successful completion of reference and security checks.

To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.

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, 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.

In terms of peak operation demand, work flexibly within the Section and within the Embassy 

All staff will be expected to make a corporate contribution to the smooth running of the British Embassy either through a committee membership or another voluntary role to support the vision and values of the Embassy as outlined below. 

BRITISH EMBASSY BANGKOK'S VISION & VALUES:

VISION: What do we want to build?

A better, safer, more prosperous world for Britons and Thais alike.

MISSION: How will we achieve this?

By championing UK values and delivering tangible benefits to individuals, businesses and society: through quality service, effective partnerships and local expertise.

VALUES:

  • Collaboration     We support each other and are inclusive

                                    We work closely with others to deliver

  • Empowerment    We are innovative and adaptive

                                    We achieve a healthy work-life balance, taking advantage of hybrid working

  • Expertise            We build on and champion our diverse skills and expertise

                                     We draw on data, technology and evidence

  • Respect               We build trust and value differences

                                     We invite and appreciate other perspectives

  • Impact                 We take a strategic approach

                                     We prioritise and are all clear on expectations

Please note that it is likely that any non-Thai national who is successful in securing a role within the Embassy will need to leave the country and re-enter with a specfic type of visa if currently living in Thailand or will need to apply for a visa before travelling here if currently based outside of Thailand. Whilst the Embassy can support you with this process, the costs involved will need to be met by the candidate

 

 


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.