View Vacancy - Corporate Services Executive- A1, Chennai

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)
Protocol, Visits and Events

Note : All applicants are required to mandatorily fill the complete online application form including the employment and educational details, motivational segment and the competency based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.

Please note that due to Covid-19 outbreak, the start date of employment mentioned in the advert is tentative, subject to normal business of British High Commission. All recruitment campaigns will remain open for applications, we will progress the recruitment process as swiftly as possible and continue to review all applications, monitor progress and developments. We will be in touch with you for the interviews/ should there be further updates on the application, however given the circumstances, kindly expect some delay in response and please reach out to SAAD.Recruit@fcdo.gov.uk, if you have any further questions.

Main purpose of job:

As a member of the Corporate Services Team, to ensure support to Protocol, Events, IT, and office administration, as well as lead on Transport. Cover for other Corporate Services Officers when they are on leave.

Roles and responsibilities:

Protocol (30%)

You will support the Corporate Services Officer in all matters related to protocol and management of Government contacts.  You will assist the Protocol Officer with necessary paperwork required for protocol permissions and support in developing and maintaining good relations with key government contacts in protocol, the airport, customs and the police.  Assisting the Corporate Service Officers, you will

  • Prepare and email relevant documents to local and national authorities for obtaining security and logistical clearances for Ministerial & VIP visitors and obtaining import clearances for diplomatic goods entering the country.
  • Prepare and email documents to airport authorities for obtaining airport passes for relevant members of staff, import permissions, diplomatic IDs, visa extensions for staff.
  • Prepare documentation during arrival and departure of UK based staff including Visas, diplomatic ID cards, bank formalities etc.
  • Track and maintain Notes for The Ministry of External Affairs and other protocol records and files.

Events & Residence (25%)

You will work closely with other departments in the Mission to deliver events, maximising the use of the residence. Assisting the Corporate Service Officers, you will:

  • Provide support to external and internal stakeholders for official events and visits held by The Deputy High Commission at the residence or external venues by collating RSVPs, sending email correspondences, tracking responses, making telephone calls for confirmations etc.
  • Track and maintain record of contacts used by CS team to manage and promote hiring of residence for events.
  • Any other adhoc duties as assigned by line manager.

Transport (25%)

You will be responsible to maintain Post transport diary ensuring that driving duties are fairly and equally distributed and completed, monitor maintenance of all Diplomatic vehicles, manage external vehicle hiring service contracts to ensure best value for money. Specifically, you will:

  • Maintain transport booking system for Post ensuring drivers are kept aware of bookings.
  • Liaise with staff ensuring suitable transport is provided as and when required.
  • Maintain external stakeholder database for rental cars and organise hired vehicles.
  • Liaise with the drivers to ensure official vehicles are in good working order and services are up to date.

Reception and Office Administration (10%)

You will provide visitor management support and manage calls. Specifically, you will:

  • Welcome visitors to the reception area, establish their identity and provide required assistance.
  • Attend to incoming and outgoing calls, conduct active screening of calls prior to passing them to others.
  • Handle Consular walk-ins and queries.
  • Assist the fleet team manage incoming and outgoing couriers and manage BDHC Chennai’s mailbox.
  • Draft/send correspondence (letters/emails) and log RSVPs as and when required.

IT Support (5%)

You will support the IT Support Officer as Deputy IT support Officer. Specifically you will:

  • Assist the IT Support Officer in managing emergency IT communications ensuring they are regularly tested and available at all times, procuring licensed IT software, hardware and cartridges and also in networking and movement of workstations.
  • Assist in the maintenance of an inventory of official equipment including telephones.
  • Contribute to Post accreditations by collating responses received from various departments.
  • Assist in liaising with IT and Telecom service providers for monthly invoices.

Resource Management (5%)

You will have line management responsibilities for two staff in the transport team. You will effectively manage their performance, behaviour and annual and sick leave.

Language requirements:

Language: English is essential and knowledge of Tamil is preferred.  A written English test will be taken prior to interview.

Level of language required: English – excellent written & speaking required.

Learning and development opportunities:

You will have access to a wide range of learning opportunities provided by the Foreign and Commonwealth Office.

Working patterns:

The successful candidate will be expected to work a maximum of 40 hours over 5 days per week with 1 hour lunch break. The BDHC is open to flexible working arrangements, which are arranged depending on the officer’s tasks.

  • Initiative in overcoming obstacles, and the ability to handle multiple tasks and prioritise with minimal supervision.
  • A background in event management and IT support would be useful, but as important is a willingness to learn and develop.
  • Good interpersonal skills; someone who can build contacts and can negotiate effectively.
  • Excellent team working skills, with strong ability to build co-operative working relationships across our own network, and outside of the British Deputy High Commission office with a wide range of organisations.
  • An innovator who can find creative solutions and identify new more efficient ways of working.
27 June 2021
Administrative Assistant (AA)
Full-time, Permanent
40
South Asia & Afghanistan
India
Chennai
British Deputy High Commission
1
INR
INR 36,172 per month with 12% provident fund and 6% Superannuation Fund
1 August 2021

Salary Details:

For BHC candidates, the Country Based Staff BHC Terms & Conditions will apply. For other than BHC candidates the basic salary will be INR 36,172 per month together with a 12% provident fund and 6% Super Annuation Fund.

The BHC is recognised as a good employer, with a robust, fair and transparent performance management & appraisal system linked to increments and staff bonuses. We have a 5-day working week, plus annual leave, public holidays, maternity leave provision, special leave, paid sick leave provision; ample development opportunities, travel opportunities, a good organisational culture, and excellent work/life balance. 

Around half of our work forces are women.  We treat people with respect and equality and have a policy of zero tolerance for any form of discrimination, bullying, or harassment. 

This is a good opportunity to be part of a strong, diverse team, working in the biggest network that FCDO has anywhere across the globe.  We are aiming to make it the best.

The British Deputy High Commission in Chennai is an office of 28 people with a focus of supporting UK trade and investment, but also covering prosperity, consular matters and bilateral issues.  We help deliver successful Ministerial, parliamentary, and business visits, both of Indians to the UK and vice versa. 

The Corporate Services team with the BDHC Chennai is part of the UK government’s pan-India Corporate Services Team which ensures the smooth and efficient running of the British High Commission network in India.   The pan-India team provides a range of services to all our Posts in India, which includes representatives from around 17 UK Government departments and bodies working out of shared offices.  Our services include Human Resources, Visits & Movements, Finance, IT, Transport, Mails & Diplomatic Bags, Estates and Procurement and Protocol. Our services are delivered within Foreign & Commonwealth Office (FCO) rules and guidance, with a focus on value for money.

Note : All applicants are required to mandatorily fill the complete online application form including the employment and educational details, motivational segment and the competency based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.’’

To Apply: 

Please note applications without (a) and (b) will not be considered.

A.    Complete the Online Application Form

B.    Complete the Motivation and Competency Segment in the Online Application Form

Internal candidates applying for this position need to upload their appraisal forms for the previous 2 years (if applicable) and also inform their current line managers, else the applications will not be considered.

We will accept only online applications by 27th June 2021 (latest by 23:55 hours IST).

Please note that all the applicants will be required to strictly adhere to the security guidelines for British High Commission

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

Please note - Provident Fund Transfer in and out from EPFO is not possible as BHC PF is managed by a private PF trust governed by Indian Income Tax Act, 1961. The staff still has the option to transfer out and in from a privately held PF trust which are not governed by EPFO.

Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered.

Only shortlisted candidates will be contacted and no telephone enquires will be dealt with.

The appointment will be subject to Police Verification and other checks including references, medical, educational and professional.

We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly.

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.