View Vacancy - Office Manager B3 (L) (01/18 LIL) Internal only campaign

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)
Corporate Services Support

Main purpose of job:

To run an efficient, professional and high performing office and act as Executive Assistant for the High Commissioner and Deputy High Commissioner.

To act as Residence Manager, responsible for smooth and cost-effective management of the Residence, and acting as line manager to the Residence team. Ensure that it contributes fully to UK government priorities, represents value for money, is maintained to the highest possible standard and serves as a showcase for British excellence for its guests including through co-ordination of events.

Provide leadership to the Protocol team and ensure that they provide services in line with the Corporate Services Charter and service level agreements in place with DFID.

Direct line management of team of 4: 1 x A1; 1 x S1; 2 x S3

Roles and responsibilities:

  • Executive Assistant to the High Commissioner and Deputy High Commissioner: provide effective diary management to optimise busy schedules; set up internal and external calls on key interlocutors; act as logistics manager for all visits programmes; manage High Commission contacts including through participation in decision making on forward programme of external calls.
  • Financial management: Management of the HC’s business hospitality and representational budgets and monitoring income/expenditure for external events; oversight of the procurement of goods and services in the Residence, ensuring that this offers value for money in line with the FCO guidelines; Assurance that expenditure is forecasted accurately and accounts and statistics are produced clearly for the High Commissioner and any other data requests (e.g. audits) 
  • Staff management: Leadership of the Residence team and protocol team, ensuring that staff have an opportunity to participate fully in corporate initiatives, have strong development plans and their appraisals are carried out effectively; coordination of the residence team and management of working patterns/TOIL/overtime to ensure that events are managed and delivered effectively, mobilising additional resource where necessary.
  • Events management: Participation in decision making on event proposals with the High Commissioner and front-line political teams. Support to all sections to ensure that functions are co-ordinated effectively, follow guidelines and are delivered within an agreed budget.
  • Protocol management: Manage the administrative protocol processes and officer to ensure all post’s formalities are managed effectively and efficiently to meet the Embassy’s protocol needs and requirements including providing protocol services to DFID and to act as a liaison with the MFA (including building a relationship with senior officials such as the Chief of Protocol) and other Malawian authorities 
  • Chevening Officer: Manage the Chevening portfolio, including designing and running the local marketing campaign, and communications plans, point of contact for public enquiries, stakeholder engagement, including with senior Chevening alumni. Logistics management of interview schedules and ensuring compliance with central guidance and best practice.

 

Good working knowledge of Microsoft Office products;

Financial and budget management;

Facilities and office management;

Staff management. 

26 February 2018
Executive Officer (EO)
Permanent
Africa
Malawi
Lilongwe
British High Commission
1
USD
989.94
1 March 2018

Learning and development opportunities:

Significant learning and development opportunities including:

  • Possibility of job shadowing experienced office managers/residence managers in the Southern Africa region
  • Opportunities to attend a range of courses online and in person on key competences including those set out above
  • Opportunities to develop leadership and communication skills through formal and informal training.

  • As the Office Manager, you will be a key member of staff for HMG and our office in Malawi. You will need to have good self-organisation; good team working skills; and deliver appropriate and high standard communication, particularly in coordinating with others. You will need to build relationships with internal colleagues and external contacts, using your initiative and judgement to ensure the right people and events are reflected in the High Commissioner and Deputy’s work day and forward plans. You will need to lead your team with enthusiasm and integrity, supporting principles of fairness of opportunity and a dedication to learning and development for your staff.
  • Strong forward planning skills will help manage commitments and deliver events. Swift delivery of tasks is essential. You should also be willing to become involved in corporate initiatives beyond your core job, such as internal committees or events. You will have confidence to contribute to discussion and decision-making.
  • In return, you will be a member of a professional organisation that values its staff highly, with the opportunity to expand knowledge, skills and experience. You will be seen as a key member of the High Commission.   Your work will involve you in the key issues and personalities in Malawi and internationally, with involvement in some high-profile events. Whilst not paying a top salary amongst employers, we offer a good all-round package.
  • 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.
  • The British High Commission will never request any payment or fees to apply for a position. 
  • Employees recruited locally by the British High Commission in LiLongwe are subject to Terms and Conditions of Service according to local employment law in Malawi. 
  • 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 High Commission does not sponsor visas/work permits except where it may be local practice to do so.  
  • Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent 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.
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.