Chevening Administrative Assistant

Job title:

Chevening Administrative Assistant

Company

HM Government

Job description

1

Main Purpose of Job:

The Chevening Scholarship Programme is the British Government’s flagship global scholarship Programme, funded by the Foreign, Commonwealth and Development Office (FCDO) and partner organisations. It celebrated its 40th anniversary in 2023. Chevening identifies future leaders and key influencers across 160 countries and territories, providing them with an opportunity to study a postgraduate degree, mostly at the masters level, in the United Kingdom (UK). It has a 55,000 strong global alumni network.

Since Chevening’s inception in 1983, over 3,000 Mexicans have received all-inclusive awards to study in the UK. Our alumni continue to contribute to Mexico’s development in different capacities. The successful candidate will work with a dedicated team at the British Embassy to deliver the Chevening Scholarship Programme by providing administration support for the promotion, recruitment, interviewing and selection stages of the award process. The candidate will also help manage and liaise with the Chevening Alumni Mexico (CAM) association who conduct a broad range of educational, learning and advocacy activities and oversee management of a website ( ).

The jobholder will also support the administration of the International Leaders Programme (ILP) in Mexico and report to the Chevening Programme Officer (CPO).

Roles and Responsibilities :

Administrative:

· Lead on administrative and logistics tasks, including:

o During the Selection Process: downloading applications, assisting with shortlisting, arranging interview panels, updating the Chevening online application system with short-lists and interview results;

o During the Pre-Departure and Welcome-Back Process: co-organise along with the CPO the pre-departure and welcome back event and lead on the briefings (HMA and sponsors);

· Use programme management skills to monitor and secure the implementation of the Chevening Alumni Programme Fund (CAPF) projects – including the bidding stage;

· Update and maintain Chevening alumni database for Mexico (identify where and what the communicty is doing);

· Give support for the administrative and financial processes of the Chevening and ILP programmes (claims, payments, etc.) to maintain healthy level of performance, value for money (VFM) achieving 100% expenditure;

· Organise logistics (hotel and flight booking, catering, IT and sound equipment) arrangements for the participation of new ILP delegates;

· Give advice to the team on administrative processes;

· Give advice to the line management on monthly expenditure against their budgets (CAPF, Marketing/Promotion and Alumni General Fund);

· Identify proactively any deviations on project execution based on budget baseline;

· Assure actions are taken to solve any under or over spend against project profiles;

· Other administrative support to the Chevening team as required

Communications:

· Support the delivery of Chevening communication campaigns and outreach events including University fairs, education exhibitions and road shows;

· Management of the promotional and marketing material, including liaison with the Chevening Secretariat and other suppliers on design, branding and delivery of them;

· Promote Chevening information among colleagues at the Embassy to foster office-wide marketing of the scholarships and sponsorship opportunities;

Engagement:

· Support the organisation of Chevening and UK alumni outreach events (authorisations, agenda, list of attendees, layout);

· Research commercial opportunities for the programme, that translate into partnership agreements;

· Work along with the wider Education Virtual Team (Chevening, Science and Innovaction, Commercial Section/DBT’s education strand) for the position of UK education;

· Draft monthly and also events’ reports of the real expenditure and results of the events;

· Keep continuing communication with The Scholarships Unit (TSU), Chevening Secretariat, FCDO’s Protocol Directorate, and ILP Team in London, as well with the local association (CAM);

· The successful candidate will be able to pursue relevant education projects in areas such as EdTech.

All employees in the Embassy network are expected, as part of their job to contribute towards a selected corporate activity.

Essential qualifications, skills and experience 1

· Bachelor’s Degree in a field related to education or development (International Development, Gender and Inclusion, Inclusive Economic Development) or a field associated with diplomacy (International Relations);

· Ability to communicate clearly and effectively in English and Spanish with customers, colleagues and team members.

· Great interpersonal effectiveness: Treating others with consideration and respect and supporting members of the team, considering tolerance to different cultures, beliefs & needs.

· Strong interpersonal, organisational and presentation skills.

· Strong customer focus, stakeholder engagement and team working skills

· Strong IT skills, Microsoft Office (Word, Excel and PowerPoint) and web based applications (Canva).

Desirable qualifications, skills and experience 1

– Relevant experience in event management.

– Relevant experience in budget and financial management

Required behaviours 1

Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together

Application deadline 1

6 February 2024

Grade 1

Administrative Officer (AO)

Type of Position 1

Full-time, Permanent

Working hours per week 1

38

Region 1

Latin America and Spanish speaking Caribbean

Country/Territory 1

Mexico

Location (City) 1

Mexico City

Type of Post 1

British Embassy

Number of vacancies 1

1

Salary Currency 1

MXN

Salary 1

MXN $ 21,762.00 per month

Start Date 1

8 April 2024

Other benefits and conditions of employment 1

Candidates must be able to live and work in Mexico in their own right.

The successful candidate will be subject to a security clearance and professional reference checks.

Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.

Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

Learning and development opportunities:

The successful candidate will be encouraged to develop a learning plan to enable him / her to be effective in their role, and to learn about the wider workings of the Embassy and the British Government.

Opportunities for learning in the range of skills needed to contribute to an effective Executive Office including planning and prioritisation, communication skills and customer relationship management.

Working patterns:

If the job is suitable for flexible working patterns, please provide details:

This is a full-time 38-hour work week role.

The Embassy team is currently working three days in the Embassy’s office and two days remotely, but flexibility is required dictated by team’s need. The role can be delivered using IT equipment provided by the Embassy.

Additional information 1

The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and enriching learning and development opportunities.

All staff at the British Embassy and its Consulates in Mexico are expected to work towards the UK mission statement of Building a UK/Mexico partnership, which makes the world and us more prosperous and secure, and to embody the Embassy’s agreed values of Honesty, Respect, Inclusion and Professionalism.

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.

Expected salary

Location

Chevening, Kent

Job date

Thu, 25 Jan 2024 00:11:25 GMT

To help us track our recruitment effort, please indicate in your email/cover letter where (tendersglobal.net) you saw this job posting.