BRITISH HIGH COMMISSION
INTERNAL VACANCY: CHANCERY SUPPORT OFFICER
(Open to BHC, DFID and BC staff)
The British High Commission is seeking a confident and well organised individual to fill the post of LE III Chancery Support Officer. This is a great opportunity to work in an exciting and fast-paced environment where the ability to think creatively, work effectively with others, pay attention to detail and deliver results are key.
The main function of the Chancery Support Officer is to provide administrative support to the Chancery Section. This includes planning and organising diplomatic events, coordinating travel logistics, setting up meetings; maintaining contact databases, taking minutes of meetings and drafting standard letters.
The right candidate will have the ability to deal with a broad spectrum of people, including very senior individuals, on a day-to-day basis, be flexible and enjoy working in a busy office.
Main Responsibilities:
· Provide support to Chancery including arranging regular meetings of post committees; writing and distributing minutes of meetings; writing standard letters and Notes Verbales; arranging and following up on appointment requests; arranging travel plans / logistics including requesting allowances (in compliance with BHC guidelines).
· Maintain a forecast of travel plans and of events, and draw up estimates of costs for budgeting purposes.
· Maintain an accurate, comprehensive database of BHC contacts; ensure new contacts are entered within one week, contact details are updated, and appropriate labels are used to facilitate drawing up guest lists. Ensure the data base and its use is compliant with the Data Protection Act. Maintain an up to date government and diplomatic mission list, with contact details, and alternatives.
· Contribute to the planning of major diplomatic events in particular the Queen's Birthday Party, ensure standard procedures are followed including informing Ministries / Diplomatic corps; maintain the 'How To' lists for regular events; ensure guest lists are comprehensive and appropriate.
· Organise other events to further post objectives in coordination with senior staff: draw up initial guest lists, clearing with senior staff, liaise with the Residence staff on events (format, numbers attending, event plans, advice on protocol order of guests etc.
· Maintain a log of functions (working with the Residence Manager) to keep records of attendance, spend and follow up.
· Maintain a good network of key contacts, including Ministry of foreign affairs protocol section, Zanzibar Ministry of Foreign Affairs office, the East African Community Secretariat, key ministries and diplomatic missions.
Key Competencies required:
· Managing self, others and resources
· Delivering results
· Customer Focus
· Problem solving
· Working with others
· Communicating
· Learning and developing
Compensation package
The starting monthly salary for the position is Tsh 1,457,251 + 10% matching contribution to NSSF. Medical insurance is also included. Appointment will be under local terms and conditions and the candidate selected to fill this post will be required to obtain RESTRICTED security clearance. Further details on terms and conditions of service are available from the Corporate Services Section at the British High Commission on request.
How to apply
Applicants should send a completed BHC Application Form, CV, and a copy of your last Performance Appraisal Report to BHCDar.Recruitment@fco.gov.uk with the subject line "Chancery Support Officer Vacancy."
The deadline for the submission of applications is 12 noon on Tuesday, 10 April 2012
Equal Opportunities
The British High Commission is an Equal Opportunities Employer. We welcome all applicants, irrespective of race, colour, gender, disability, sexual orientation, religion, creed, beliefs or age. Selection is on merit.
Selection process
The Selection Panel will assess applications in a paper exercise and select a candidate to fill this post. Should two or more candidates be deemed suitable for the post then an interview will take place. In the event that we are not able to fill this post internally, the British High Commission will undertake an external recruitment exercise.
