Main purpose of job:

This varied and rewarding role sits at the heart of the small but close knit and impactful British High Commission in Maseru. You will support the High Commissioner across finance, estates, events, programmes, crisis preparedness and people management. The position requires close partnership with the Corporate Services Teams in Pretoria, with whom you will collaborate on budgeting, forecasting, HR and administrative support. With responsibility for managing Post’s resources, maintaining a safe and effective estate, delivering high quality events, supporting British Nationals, and overseeing one direct report, this is a dynamic role that demands strong organisation, sound judgement and excellent relationship building skills.

Roles and responsibilities:

1. Financial and budget management (25%)
Management of all aspects of BHC Maseru’s budget, in compliance with all FCDO procedures. Including: 

• Working in partnership with Corporate Services Pretoria on invoicing, budgeting and forecasting, and working with the High Commissioner to regularly review and track Post’s expenditure ensuring full compliance with FCDO financial rules.
• Managing the cash box on a monthly basis;
• Looking out for and reducing the threats from risks, particularly financial risks. Working with the High Commissioner to complete the annual Management Assurance Process, and working up a plan of action to address those areas of non-compliance.
• Timely completion of any audit requests or other FCDO central budgeting commissions, working together with the High Commissioner.
• Working with the Pretoria HR Hub on all payroll-related responsibilities, according to their timelines.

2. Estate management (30%)
The efficient operation and maintenance of the BHC Maseru estate – comprised of a joint High Commission office building and Residence – to ensure it is safe, secure and fit for purpose. Including:

• Supporting regular visits by technical experts, leading on implementing their recommendations in a timely manner.
• Ensure security standards at the Estate are to the highest standards set by ESND and the Regional Security Adviser, including oversight of the guarding contract and standards, surveillance equipment, and implementing recommendations made by the RSA.
• Ensure that furniture and fittings are maintained, and are permitted by the FCDO, and inventories kept up to date.
• Oversight of routine repair and maintenance work, the cleaning contract, pest control, and any other contracts for necessary services.
• Management of diplomatic bags, ensuring compliance with the Lesotho MFA Protocol Dept (including relating to the High Commissioner’s status and needs in country), and other ad hoc admin tasks including management of documentation in Post’s Teams sites.
• Manage routine official entertainment: meal and catering planning, preparing for and looking after guests.
• Support the High Commissioner’s diary and PA duties.
• Manage filing systems and contact databases, maintaining tidy and well-organised workspaces including noticeboards.

3. Event Management (20%)
Deliver high-quality and high-profile events through the High Commission, that target key contacts and influencers and deliver on UK and Post-specific objectives, while maintaining value for money. Including:

• Develop strong working relationships, that reflect the high standards of the BHC, with contacts and influencers of value in Lesotho, and compiling, maintaining and updating an extensive contacts database.
• Manage all aspects of events, from planning to delivery, protocol, and finances, keeping the High Commissioner regularly updated throughout.

4. Programmes management (10%)
Management of all aspects of programme spend for which the High Commissioner is the Senior Responsible Officer (SRO). Liaison with delivery partners in country and relevant HMG teams, to ensure compliance with FCDO programme, financial, risk, ethical and other policies. Including:

• Ensure all requisitions, purchase orders and receipting/payment of invoices meet FCDO’s financial rules and are linked to agreed project milestones and/or partner or supplier reporting obligations.
• Ensure budgets are accurately recorded, forecasted, and profiled throughout the life of projects and payments actively managed in line with FCDO benchmarks and quality standards.
• Develop relationships between the BHC and programme delivery partners, senior/relevant Government contacts and FCDO/HMG teams, to ensure BHC is aware of changes, new opportunities and challenges.

5. Consular and crisis logistics lead (5%)
Providing first touch consular advice and base services to British Nationals who contact the BHC, ensuring they are sign posted to consular officers in the South African Team, and other resources, including gov.uk, ensuring the highest quality service and British values for kindness at all times. Including:

• Ensuring that all Post Crisis Plan documentation is updated and exercised regularly, working closely with the Deputy High Commissioner.
• Ensuring the Travel Advice for Lesotho is accurate and updated regularly.

6. Line management of Driver / Corporate Services Assistant (10%)
Line management of 1x officer, the BHC Driver and Corporate Services Assistant, which will require leading on all aspects of people management including tracking their performance, workload, welfare and building a positive working relationship as many of their responsibilities will overlap with yours.

• Strong and demonstrable interpersonal and communication skills with the ability to work across teams to support the delivery of priorities
• Strong project and financial management experience (minimum two years)
• Strong IT skills including a thorough understanding of Microsoft 365 software products, particularly Teams, SharePoint, Excel, Word, and Outlook
• A proactive approach and a focus on continuous improvement of self and service, with an appetite to work with others to simplify processes and improve efficiency
• Strong organisational and time management skills; excellent attention to detail
• Adaptability to flex across portfolios in delivering tasks and responsibilities for effective team delivery
• The resilience to manage multiple projects concurrently, with the ability to support project monitoring and evaluate project delivery to tight deadlines
• Fluent in both written and spoken English