Admin Assistant job at British High Commission

Description

The British High Commission is hiring an Admin Assistant to provide administrative support to the Political and Governance Team. You will gain insights into a wide range of work areas that underpin the UK Uganda bilateral relationship; through managing contacts, overseeing events and handling the team’s Note Verbales and Visa enquiries.

Key Duties and Responsibilities:

• Manage the printing, logging and filing returned copies of Note Verbales issued by the team
• Manage team contact management system – keep contacts up to date in a sharable format
• Be the initial point of contact for all team related visa enquires; including logging high value cases on the UKVI App
• Provide logistical support to the team for large internal meetings, or with external attendees.
• Provide logistical support for team travel; for example booking transport and hotels etc.
• Working with relevant BHC teams e.g. Protocol, Security, policy teams, to provide logistical support to Ministerial and high level official visitors.
• Manage team events: issue invitations and monitor RSVPs; liaise with the BHC Events Officer, corporate services, residence, and security teams (where relevant), oversee set ups etc.
• Oversee team budget for travel, expense and L&D, and provide advice to the Political Counsellor on budget decisions. You will provide forecasts and follow up information as required by the Finance Team.
• Provide other admin support to the team as requested.

Resources managed:

You will oversee the team budget for travel, expenses and L&D, but decision making responsibility will sit with the Political Counsellor.

Qualifications, Skills and Experience:

• Excellent written and oral communication.
• Excellent knowledge of IT applications; especially Teams and Outlook Contacts, but also including Excel, Word and other FCDO systems.
• Understanding of filing systems

Required behaviours

Changing and Improving, Communicating and Influencing, Delivering at Pace, Managing a Quality Service

• Manage the printing, logging and filing returned copies of Note Verbales issued by the team
• Manage team contact management system – keep contacts up to date in a sharable format
• Be the initial point of contact for all team related visa enquires; including logging high value cases on the UKVI App
• Provide logistical support to the team for large internal meetings, or with external attendees.
• Provide logistical support for team travel; for example booking transport and hotels etc.
• Working with relevant BHC teams e.g. Protocol, Security, policy teams, to provide logistical support to Ministerial and high level official visitors.
• Manage team events: issue invitations and monitor RSVPs; liaise with the BHC Events Officer, corporate services, residence, and security teams (where relevant), oversee set ups etc.
• Oversee team budget for travel, expense and L&D, and provide advice to the Political Counsellor on budget decisions. You will provide forecasts and follow up information as required by the Finance Team.
• Provide other admin support to the team as requested.

• Excellent written and oral communication.
• Excellent knowledge of IT applications; especially Teams and Outlook Contacts, but also including Excel, Word and other FCDO systems.
• Understanding of filing systems

• Primary & Secondary Schooling (K-12)
• Educational Resources
• Communicating
• communication
• Education
• Communications & Media Studies
• Communication
• Geographic Reference
• Knowledge Management
• education