Recruitment of an Office Manager A2 (01/19 CHD) – AS
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, 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.
Job Category
Foreign and Commonwealth Office (Operations and Corporate Services)
Job Subcategory
Corporate Services Support
Main purpose of job:
To provide administrative support to the UK Government Office in N’Djamena (and subsequent newly established British Embassy).
Background
Over the next 12 months or so, the United Kingdom is planning to increase significantly its diplomatic presence in Chad. At present, we have a small Office based within the EU Compound consisting of two British diplomats, one Chadian political/administrative assistant, and two Chadian drivers. We expect this staffing complement to increase to at least 13 before mid-2020 as we establish a new, separate British Embassy in N’Djamena headed by a resident Ambassador. This new position, which will sit at the heart of our mission as we increase our presence in Chad, will be key to delivering the administrative, financial, and logistical tasks required to run an expanded diplomatic operation.
Roles and responsibilities
Finance (20%)
- Manage (inc. forecast and profile) the UK Office/Embassy budget in line with established FCO guidelines, in conjunction with the Finance Hub in Pretoria and with some support from Abuja. This will include travel, procurement, and entertainment budgets;
- Raise requisitions on PRISM
General Administration (30%)
- Provide general administrative support to Corporate Services team;
- Filing – both electronic and paper;
- Coordinate Corporate Services staff (inc. drivers) leave;
- Compiling and updating a harmonized UK Govt Office/Embassy Office / Home Telephone directory, Office telephone extension lists, staff call trees and keeping up to date by issuing regular amendments as and when the need arises and adding new staff as necessary;
- Maintaining and updating the Queen’s Birthday Party (QBP) and other functions contacts list for Corporate Services;
- Conducting the annual Marker Hotel exercise;
- Conducting the Geographical Expenditure Expense return – every six months;
- Organising incoming and outgoing visits by UK officials (both from the UK and from Embassies elsewhere in Africa, including arranging accommodation, travel and meetings;
Procurement/Compliance (30%)
- Procure items for Embassy at delegated financial authority level, either locally or from UK etc
- Support teams to improve their financial and compliance scores, by helping them to resolve problems with purchase orders and invoices on the Prism Finance system;
- Initiate, follow up and manage Data Protection test returns (and other test returns);
- Maintain the Gift Register, recording details of all gifts and hospitality;
- Administrative support to ongoing tenders and market testing exercises for goods and services, including contract filing, compiling data, working with the Pretoria procurement hub;
- Coordinating updates to the Purchasing Hierarchy on the FCO Prism Finance system.
Roaming duties (20%)
- Provide flexible cover for the Corporate Services Manager when on leave/ill, and Receptionist (focusing on general administrative duties).
Resources managed (staff and expenditure):
Essential qualifications, skills and experience
- Experience of budget management, administrative work and office management
- Ability to operate in English
Desirable qualifications, skills and experience
- Experience of procurement
- Working with international organisations or a diplomatic Mission
Required competencies
Making Effective Decisions, Leading and Communicating, Collaborating and Partnering, Delivering at Pace
Application deadline: 9 April 2019
Grade: A2 (L)
Type of Position: Fixed term, with possibility of renewal
Region: Africa
Country/Territory: Chad
Location (City): N’Djamena
Type of Post: British Embassy
Starting monthly salary (): XOF 548,136
Start Date: 1 May 2019
Other benefits and conditions of employment
Learning and development opportunities (and any specific training courses to be completed):
The UK Government Office/Embassy in N’Djamena can offer training courses at regional hubs in Pretoria and Accra.
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 for its UK Office in N’Djamena are subject to Terms and Conditions of Service according to local employment law in Chad.
- 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: Obtain the relevant permit; Pay the fees for the permit; Make arrangements to relocate; Meet the costs of relocation
- Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
Please be aware that you will only be able to apply to vacancies for Local 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.
