Job Description (Roles and Responsibilities)
Note : All applicants are required to mandatorily fill the complete online application form including the employment and educational details, motivational segment and the competency based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.
Please note that due to Covid-19 outbreak, the start date of employment mentioned in the advert is tentative, subject to normal business of British High Commission. All recruitment campaigns will remain open for applications, we will progress the recruitment process as swiftly as possible and continue to review all applications, monitor progress and developments. We will be in touch with you for the interviews/ should there be further updates on the application, however given the circumstances, kindly expect some delay in response and please reach out to if you have any further questions.
Main purpose of job:
The Executive Assistant position is ideally suited for an energetic, motivated and organised individual who wants to be close to the heart of the British Deputy High Commission’s work in Tamil Nadu and Puducherry. The successful candidate will play a key role in ensuring the Head of Mission time is used as effectively as possible, and be closely involved in the delivery of high-profile events with opportunities for some travel.
Roles and responsibilities / what will the jobholder be expected to achieve?:
Support the Deputy High Commissioner in delivering British Government Objectives (40%):
Managing the DHC’s calendar & associated travel arrangements.
Arranging Visit Programmes and briefings for DHC.
Managing Official Visitors to the office and Residence
Liaising with Government, other friendly missions etc. to facilitate meetings
Managing the DHC and DHM Travel and Entertainment Budget
Work closely with Residence team to deliver official events at the DHC’s residence
Support UKTEP objectives (30%):
Admin and logistics support for event managers on high-profile events e.g., helping develop event concept; plan delivery; compile guest lists; design invitations; liaise with the venue; organise handouts, publications and giveaways.
Support for visiting business delegations, giving advice on programmes and producing mission brochures.
Managing and sourcing UKTEP marketing materials
Managing logistics support for major events outside Chennai
To raise purchase orders for large UKTEP events and ensure vendors are paid promptly; and to undertake procurement under guidance of the Corporate Services Team.
Assist with setting up meetings for DHC with key UKTEP SRM contacts
Ownership of UK Businesses list for TN & Pondicherry
Liaise with the TWS (Technical Works Supervisor) and TWO (Technical Works Officer) based in New Delhi for ongoing support to resolve issues and their regular visits.
Ensure wellbeing and engagement are maintained within the corporate services team, seeking regular feedback and embedding the values of resilience and respect.
Work with the Southern India Regional Corporate Services Cluster Lead in Bangalore ensure cross training within corporate services roles to provide resilience within the teams and across the Southern India Network and plan long term resource and development needs
Respond to operational crisis, providing leadership and flexing team prioritisation as required.
Provide resilience for the ITSO to manage emergency communications.
Oversee the necessary paperwork required for protocol permissions and develop and maintain good relations with key government contacts in protocol, the airport, customs and the police.
Organise and update the guest list database (20%):
Maintaining a master guest list for the post.
Maintaining and updating the government contact list.
Lead on guest list management and guest management for QBP and other major events that is hosted by DHC.
To act as Secretary to the Post Management Board, driving its cross-Mission work and support other Mission Boards as required(10%)
Essential qualifications, skills and experience
Graduate in any discipline with at least 2 years of experience in a similar role
Essential on Arrival:
A confident self-starter, methodical and organised with energy and initiative to make decisions and overcome obstacles
The ability to handle multiple tasks and prioritise with minimal supervision.
Good interpersonal skills who can build sustainable partnerships and work with others as part of a team, inside and outside of the British Deputy High Commission office with a wide range of organisations.
Language: English and knowledge of Tamil is preferred
Level of language required: English – excellent written & speaking skills.
Desirable qualifications, skills and experience
Experience in MS Office and Project Management.
Experience in finance and general people management skills
Making Effective Decisions, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace
Application deadline Application deadline - day Application deadline - month Application deadline - year
4 August 2020
Type of Position
Working hours per week
South Asia & Afghanistan
Type of Post
British Deputy High Commission
Number of vacancies
Starting monthly salary (INR)
INR 43,901 per month together with a 12% Provident Fund and 6% Superannuation Fund
Start Date Start Date - day Start Date - month Start Date - year
1 October 2020
Other benefits and conditions of employment
For BHC candidates, the Local BHC Terms & Conditions will apply.
For other than BHC candidates, Basic Salary will be INR 43,901 per month together with 12% Provident Fund and 6% Superannuation Fund.
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.
No relocation or any other related costs or assistance will be provided. Notional tax will be deducted if you are not liable to pay local tax.
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 FCO has anywhere across the globe. We are aiming to make it the best.
Please note applications without (a) and (b) will not be considered.
A. Complete the Online Application Form
B. Complete the Motivation and Competency Segment in the Online Application Form
Internal candidates applying for this position need to upload their appraisal forms for the previous 2 years (if applicable) and also inform their current line managers, else the applications will not be considered.
We will accept only online applications by 4 August 2020 midnight (India Time Zone).
Please note that all the applicants will be required to strictly adhere to the security guidelines for British High Commission
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.
The appointment will be subject to 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 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.