Corporate Services Administrative at Assistant at British High Commission (BHC): (Deadline 28 December2023)

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.

This job will support the Delivery Excellence Team at the British High Commission to deliver effective corporate services with a particular focus on the areas of transport and protocol management, logistics and estates and facilities functions. Priority will be given to support Home Office colleagues (and activities at Post where required). The Post holder will be expected to support a range of administrative and planning functions across the Corporate Services sub team and will report to the Corporate Services manager working closely with the Home Office lead at Post. Specific tasks and activities across the 3 key areas are detailed below.

Roles and responsibilities

Transport

• Support to the Transport and protocol lead on (i) travel/visit planning (ii) fleet management (iii) engagement and follow up with transport/protocol suppliers (iii) Keep accurate records of official travel through the vehicle logs and prepare monthly reports showing travel, vehicle usage and status.
• Support in managing and updating the transport planner – regularly check the transport calendar and responding to transport requests as guided by the Transport & Protocol Officer.
• Conduct and inspect the fuelling of official vehicles as guided by the Transport & Protocol Officer.

Administration

• Assist the Logistics Officer with the customs clearances (vehicles, freight – office and personal freight) and other logistics related tasks, when required.
• Open and send Dip Bag as per calendar (task done on rotation basis in the team).
• Providing routine office administration support including mails and parcels, and filing, where needed.

Estates

• Assist with tender processes of Estates projects.
• Ensure effective communication between estates and clients in collaboration with TWGL.
• Support with Information management including filling Estates related documents (Inspection reports, H&S documents, etc)
• Participate in Estates monthly meetings, where necessary.

Cross cutting

• Carry out any other duties assigned by management.
• Reconcile GPC/CCC card reconciliations on time.
• Prepare and submit transport and protocol related reports to the Transport & Protocol Officer and estates as may be required.
• Any other duties required by the Corporate Services Manager and Estates Manager.

Essential qualifications, skills and experience 

1. At least 3 years experience in a reputable organization
2. Strong interpersonal skills
3. Posses a results oriented mindset
4. Excellent planning and organisation skills Experience using financial management systems
5. Full working proficiency in English (Written and spoken)

Required behaviours 

Changing and Improving, Managing a Quality Service, Communicating and Influencing, Working Together

Application deadline 

28 December 2023

Application Link

Click here

Grade 

Administrative Assistant (AA)

Type of Position  

Fixed Term

Working hours per week 

36

Duration of Post 

12 months

Region 

Africa

Country/Territory 

Rwanda

Location (City) 

Kigali

Type of Post 

British High Commission

Number of vacancies 

1

Salary 

RWF 958,333 per month

Start Date 

1 February 2024

End Date 

31 January 2025

Additional information 

• Please complete the application form in full as the information provided is used during screening.
• Please check your application carefully before you submit, as no changes can be made once submitted.
• The British High Commission will never request any payment or fees to apply for a position.
• Employees recruited locally by the British High Commission are subject to Terms and Conditions of Service according to local employment law.
• All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
• The responsibility lies on the successful candidate to:
• The British High Commission does not sponsor visas/work permits except where it may be local practice to do so.
• 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.
• Information about the Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles
• Reference checking and security clearances will be conducted on successful candidates.
• Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

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.