Personal Assistant

1 month ago

New Delhi, India Foreign, Commonwealth & Development Office Full time
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. Job Category Foreign, Commonwealth and Development Office (Policy & Political roles) Job Subcategory Political Job Description (Roles and Responsibilities)

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 qualifications, skills and experience

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 qualifications, skills and experience

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 Required behaviours Communicating and Influencing, Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together Application deadline 19 August 2024 Grade Administrative Officer (AO) Type of Position Full-time, Fixed Term Working hours per week 40 Duration of Post 12 months Region South Asia & Afghanistan Country/Territory India Location (City) New Delhi Type of Post British High Commission Number of vacancies 1 Salary Currency INR Salary INR 53,642 per month plus 12% Provident Fund and 6% Special Allowance Start Date 23 September 2024 Other benefits and conditions of employment

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.

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