View Vacancy - Office Manager - National Crime Agency B3 (10/20 NR)
Main purpose of job:
The successful candidate will be responsible for providing wide ranging office management and administrative support to the National Crime Agency (NCA) Team at British High Commission in Nairobi. The role provides an opportunity to work in a fast paced role supporting a high profile foreign policy priority by helping tackle Serious and Organised Crime in Kenya and the East Africa Region. The successful candidate will be working with a wide range of colleagues across the crime and justice sector within the British High Commission in Nairobi, UK and Kenyan Government Departments, and other Foreign Missions in Kenya.
Roles and responsibilities
Key Responsibilities:
- Manage significant budgets maintaining precise records on PRISM and NCA records.
- Provide administrative support to NCA Team.
- Complete corporate records in a timely and accurate manner.
- Develop skills and understanding of the maintenance and research of analytical data.
- Manage staff (principally locally engaged NCA driver)
Duties and responsibilities:
- Through a clear understanding of budgetary processes, be able to manage NCA budgeting processes including cross charging and PRISM accounting processes.
- Organise travel and accommodation arrangements for NCA staff Nairobi, and those of visitors planned throughout the year.
- Maintenance of an office diary and ILO diary and contacts database.
- Keeping office inventories up to date, including the timely submission of returns to NCA London.
- Liaison with other NCA offices and other law enforcement partners in person and in writing, collating information and preparing reports.
- Searching open source material, keeping abreast of news and media relating to NCA business.
- Arranging and attending conferences, meetings, workshops and representing the NCA at such events as appropriate.
- Timely completion of one’s own performance records as well as that of those managed.
- Performing ad-hoc duties such a managing other corporate duties as is commensurate to the role.
- Maintaining the role of single point of contact in relation to IT issues.
Resources managed (staff and expenditure):
1 member of staff (driver)
Budget of approximately £1million
- Previous administrative and/or project management experience or other relevant transferable experience.
- Ability to plan ahead and prioritise effectively
- Excellent IT skills with a working knowledge of Microsoft Outlook, Word and Excel
- Experience of budget management including monitoring spend and processing invoices
- Ability to produce clear and accurate work with attention to detail
- Strong communication skills
- Ability to meet deadlines in a fast paced environment
- Ability to work independently and use initiative to solve problems
- A flexible and proactive approach
Learning and development opportunities (and any specific training courses to be completed):
The job holder will have the opportunity to undertake training associated with their role in line with the Foreign and Commonwealth Office provisions. The Foreign and Commonwealth Office offers all its employees the opportunity to pursue a City and Guilds Diploma through the Diplomatic Academy. The Regional Learning and Development Team visit Nairobi regularly to provide training courses to further personal development.
Working patterns: Full time office hours.
Monday – Thursday 07:00 – 16:00, Friday 07:00 – 13:00
Occasional work from home arrangements can be negotiated.
Leave:
Members of staff are entitled to paid annual leave, which is earned, from the day they commence employment. Entitlements are as follows:
Grades B3 (L) 30 days
In addition to annual leave, the BHC normally observes no fewer than 9 and no more than 14 Kenyan and British public and religious holidays in a year. These vary from year to year and are at the discretion of the High Commissioner. A list of holidays is published each year.
Due to the nature of the role it is necessary that applicants be security cleared to SC. Clearance can normally only be obtained by UK, USA, Canada, Australia and New Zealand nationals [not Kenyan dual nationals], Such candidates must have a traceable history over the last 5 years
- 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 Nairobi are subject to Terms and Conditions of Service according to local employment law in Kenya.
- It is essential that the applicants already have the right to live and work in Kenya without the need to apply for a work permit
- 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: Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Reference checking and security clearances will be conducted on successful candidates.
This opportunity is closed to applications.
