View Vacancy - Executive Assistant and IT Support Officer A2 (07/19 YAO)

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:

This role provides executive support to the High Commissioner (HC) by managing his/her diary, liaising with High Commission/British Council colleagues (across four countries – Cameroon, Chad, Equatorial Guinea and Gabon), commissioning briefing and coordinating programmes with the Residence and Transport Managers.  You will act as a gatekeeper for appointments as well as manage relationships with relevant internal and external partners (in particular, the Presidency, Ministries, Non-Governmental Organisations, businesses and Foreign Missions).

The role is crucial to the smooth running and efficient operation of Team UK, including the effective use of the HC’s time and communication with all staff.

As the Information Technology Support Officer (ITSO), you will provide IT support to staff and act as a local first responder for queries and problems, including practical support for telecommunications and video-conferencing.

You will also assist the Deputy High Commissioner (DHC) with visa facilitations, working with the Home Office in the UK.  From time to time, you may also be required to help with authenticating documents.


Roles and responsibilities:

 The main roles and responsibilities of the position are as follows, although the jobholder may at times be required to take on additional tasks:

  • Managing the HC’s diary with minimal supervision, by proactively arranging meetings and appointments, making travel arrangements (in and out of Cameroon) and ensuring any briefings are available when required - It should be well-organised in advance with as few unforeseen and short-notice events as possible. Travel programmes and meetings in and out of the country (including neighbouring countries) should be planned ahead and briefing commissioned for the High Commissioner in advance of meetings and events.  Liaising with diplomatic missions, ministries and other bodies to set up appointments and reply to invitations and requests. Undertaking general secretarial and office tasks, such as receiving visitors, drafting letters and diplomatic notes and archiving. Scheduling internal meetings, circulating documents, taking minutes and ensuring follow-up of action points.  Working with all sections of the BHC to deliver on the HC agenda.  40%
  • Providing support/secretariat to the wider mission, as required, including translation when necessary.  This also requires working collaboratively with other sections in the BHC to undertake any administrative request and involve the HC/DHC where necessary/needed.  Acting as Secretary of the Network Management Committee, scheduling meetings, drafting the agenda for agreement and taking note when necessary.  Act as Coordinator and Budget Monitor for travel throughout the mission.  Producing a forward plan – recording activities/visitors across the BHC and British Council and sharing with London.  20%
  • Managing relationships – manage High Commission contacts, being confident, engaging very senior interlocutors, and maintaining a contacts database and a log of engagement to prioritise engagements.  15%
  • Visa support / facilitation – Working with the DHC, ensure that visas for VIPs and others with travel priorities are promptly dealt with in order that they are able to travel on time.  To prioritise where facilitations are necessary for expedited cases and follow up on progress for others with the visa team in the UK Home Office.  From time to time, the Home Office may also seek your help with document authentication. 10 %
  • Information Technology Support Officer (ITSO) - to provide support to end-user devices and act as local Help Desk support for IT systems in the BHC, responding to queries, including support for telecommunications and video-conferencing.  Supervise maintenance of IT equipment.  Act as Information  Management Officer and asset management of inventory for computers, phones, dongles, and other IT equipment.  10%
  • Staff Management - managing the Residence Manager. Overseeing the preparation of guest lists (including for the QBP), invitations and database updates.  5%

 

Resources managed (staff and expenditure):

1 x Residence Manager

  • A degree or technical college accreditation in Business Administration or International relations
  • At least three years business administrative experience working as Executive Assistant for a senior leader.
  • At least 2 years’ experience of using windows 10 and Microsoft office 365 applications
  • Fluent in English and French (spoken, written, reading and listening)
  • Strong interpersonal and oral communication skills
  • Strong problem solving skills
  • Excellent attention to detail and time management skills, with the ability to multi task and work at pace using effective prioritisation.
  • Experience working for a Diplomatic Mission or International organisation.
  • Previous Information Technology systems administration. 
  • Understanding of Oracle IT systems an advantage.
24 June 2019
Administrative Officer (AO)
Fixed Term
24 months
Africa
Cameroon
Yaounde
British High Commission
Gross XOF 581,389 plus XOF 60,996 housing and XOF 32,844 transport allowance (paid 13 times per year)
15 July 2019

Learning and development opportunities (and any specific training courses to be completed):

Opportunity to undertake regional and internal course, subject to approval and budgets.

Access to a vast amount of online e-learning courses and other learning and developing opportunities.

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 Yaounde are subject to Terms and Conditions of Service according to local employment law in Cameroon.

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 the fees for the permit

3.Make arrangements to relocate

4.Meet the costs to relocation

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.

Please log into your profile on the application system on a regular basis to review the status of your application.

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.