View Vacancy – Personal Assistant & Admin Officer, Grade-AO, New Delhi

tendersglobal.net

View Vacancy – Personal Assistant & Admin Officer, Grade-AO, New Delhi


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 (Policy & Political roles)

Political

Note: All applicants are required to mandatorily fill the complete online application form including the employment, educational details, behavioural and technical/ professional skills questions. We will be thoroughly reviewing the application forms only with all the required details and the shortlisting is not basis CV/ cover letter. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.

Main purpose of job:

The  Personal Assistant and Admin Officer (Political Team) will be based in the Political, Strategy and Communications Section within the British High Commission, New Delhi. 
The British High Commission New Delhi is pre-eminent in the United Kingdom’s global network, responsible for supporting the historically close UK-India relationship. You will play a crucial role in supporting the Minister Counsellor (Political & Press) maintaining access to the most-important figures in India’s political and press network. In doing so, you will support the continued relationship between the two countries.

The Executive Assistant will primarily support the Minister Counsellor, but will also provide flexible support within the team, including the Political Counsellor. In your role as Executive Assistant, you will coordinate the Minister Counsellor’s schedule, working to ensure that key priorities and issues are addressed, and support the broader administrative work of the Minister Counsellor and the teams in his/her Section. 

The job requires a high standard of organisation and communication skills, IT skills, absolute attention to detail in administrative work, including financial details; and the ability to work effectively with diverse internal and external teams. The job holder will need the ability and confidence to work with minimal supervision (but not be afraid to ask questions).

Previous PA experience would be useful but an ability to be organised under pressure is essential. The job holder would also need the ability to adapt to a changing pace of work as priorities change on a daily basis and to also have self-motivation and be good at problem solving. 
 
A professional, discreet and confidential manner is essential in this role. The primary function of the role will be administrative support to the Minister Counsellor (Political & Press), together with the team (budget, events, scheduling, travel).

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

Roles and responsibilities/what will the jobholder expected to achieve:

Personal Assistant to the Minister Counsellor (65%):

  • Supporting the Minister Counsellor, Political and Press, to manage their time and resources effectively (the Minister Counsellor is the UK’s head of political affairs and public diplomacy in India).
  • Provide administrative support, including, but not limited to drafting/formatting letters, scanning documents, managing contact databases, room booking, processing expense claims on HERA, arranging transport, drafting internal comms, planning all-staff meetings, taking minutes at meetings, prepare travel itineraries etc.
  • The successful candidate should proactively help the Minister Counsellor strategically manage their time by planning engagements to deliver the British Government’s objectives in India.

Office Management (35%):

  • Manage the budget for the Political Team, including processing payments and providing expenditure insights.
  • Ensure stationery supplies are regularly ordered and maintained. Ensure systems are in place for internal/external mail, office storage, filing and recycling.
  • Assist with Political Team meetings – facilitating room bookings, sending out meeting requests and updates, including organising official hospitality.
  • Provide flexible support to the Visits team during busy periods. This may include providing logistical support and on the ground support during VIP/VVIP visits when necessary.
  • Flexible support to the Department on priority projects/goals.

Learning and development opportunities (and any specific training courses to be completed):
The FCDO offers a range of L&D opportunities to support the successful candidate to thrive in this role and provide a wider understanding of the FCDO’s work.

Working patterns:
Due to the fast-paced nature of this role, flexible working is not possible. The successful candidate will be required to work full time from the British High Commission compound in New Delhi.

Essential on arrival:

  • Bachelor’s degree in any field
  • 3+ years of relevant experience in same or similar role
  • Excellent secretarial skills including speed typing & coordination
  • Proficiency with the Microsoft Office Suite, especially Outlook Calendar, Outlook Mail and Excel
  • Excellent organisational skills and a keen eye for detail
  • Excellent written and verbal communication skills
  • Ability to multi-task and work as a team player
  • Strong interpersonal skills, including the ability to be professional, courteous and deal directly with the range of stakeholders

 
Language requirements:

  • Language: English & Hindi
  • Level of language required (English): Excellent reading, writing and verbal fluency
  • Level of language required (Hindi): Excellent verbal fluency & understanding

Desirable:

  • Knowledge of Indian Government structure and the broader Indian political system in New Delhi
  • Knowledge or experience of working in a Diplomatic Missions and/or International Organisation
  • Basic budget management
  • Experience of working in government or politics
  • Experience of working across teams

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

19 August 2024

Administrative Officer (AO)

Full-time, Fixed Term

40

12 months

South Asia & Afghanistan

India

New Delhi

British High Commission

1

INR

INR 53,642 per month plus 12% Provident Fund and 6% Special Allowance

23 September 2024

For British High Commission candidates, the Country Based Staff BHC Terms & Conditions will apply.

For other than BHC Candidates, salary will be all-inclusive of INR 53,642 month plus 12% Provident Fund and 6% Special Allowance. Salary is non-negotiable.

Additionally, the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with INR 500,000 floater cover for your immediate family which includes self, spouse/partner and children up to an age of 23 years and irrespective of age, only if with, physical or mental disability.

No relocation or any other related costs or assistance will be provided.

Please note – BHC does not deduct tax at source and employees are required to ensure that any requirements of local income-tax law are complied with in full. Employees who are not liable to pay local income tax on their Mission salary, e.g., some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.    

FCDO operates an agile workforce. To facilitate this, you may be required to undertake other duties from time to time as we may reasonably require. 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.

Note: All applicants are required to mandatorily fill the complete online application form including the employment, educational details, behavioural and technical/ professional skills questions. We will be thoroughly reviewing the application forms only with all the required details and the shortlisting is not basis CV/ cover letter. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage

Overseas Citizen of India (OCI) card holders will need have, or be able to obtain, a valid special work permit issued from Government of India (GOI) to work in the British High Commission (BHC). BHC will not be able to sponsor work visas or obtain/ assist with the special work permit from GOI. Offers of employment made to OCI card holders will be conditional upon candidates obtaining a special work permit.

Note: For requisite special permission to take up employment in any foreign Diplomatic Missions in India, OCI Cardholder must visit https://ociservices.gov.in

Please note – successful applicants will be offered employment on Country Based Staff (CBS) terms and conditions. This is not a permanent UK Civil Service position and does not attract diplomatic immunities and privileges (other than what an individual may already hold if they are a recognised partner/family member of a serving diplomat).

To Apply:

Please note applications without (a) and (b) will not be considered. Point (c) to be adhere strictly.

a) Complete the Online Application Form
b) Complete the Experience, Professional Skills and Behaviour based Segments in the Online Application Form
c) Applicants need to answer the questions based on your professional experience. Refrain from use of AI based tools to avoid application from getting rejected/disqualified.

To ensure a successful application it is important that you explain how you demonstrate behaviours and technical / professional skills, basis your experience. You are strongly advised to read the Success Profiles Civil Service Behaviours Framework, which provides a detailed guidance on how these behaviours are defined for each position. 

Applicants are encouraged to use the STAR (Situation, Task, Action, Result) technique to prepare specific examples of when and how you have demonstrated these behaviours in your application, by evidencing a structured response, including your skills and experiences. You briefly describe the situation in which you demonstrated the behaviour, and then explain your task in addressing the situation, what action you took and the result of this.

Internal candidates applying for this position need to inform their current line managers, else the applications will not be considered.

We will accept only online applications by 19th August 2024 (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. Any tax deduction on EPF will be in compliance with local income-tax law and must be complied with in full.”

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. Basis the scores, the candidate/s who did not score as highly as the successful candidate, might be placed on the reserve list. If during the reserve period of 6 months, the same or largely similar role becomes available, the role may be offered to the second or subsequent appointable candidates.

The start date mentioned in the job advert is a tentative and he appointment will be subject to successful clearance of 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.

India

To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/

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

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