OFFICE NOTICE NO: 27/13 – VACANCY - 1 x B3(L)
ADMINISTRATION MANAGER/EXECUTIVE ASSISTANT TO REGIONAL OPERATIONS
MANAGER, EAST AND CENTRAL AFRICA (INTERNATIONAL OPERATIONS & VISAS GROUP,
HOME OFFICE – formerly UKBA)
An exciting opportunity has arisen at the British High
Commission (BHC), Nairobi for an Administration Manager/Executive Assistant to
the Regional Operations Manager, East & Central
Africa. The BHC consists of 360 employees with a wide variety
of experience and job roles, representing 14 government departments working
within Kenya and Somalia. The aim of the BHC is to help “build a
more stable and prosperous Kenya”, and support British nationals who visit or
live in Kenya. The job is graded at B3(L) for which the current salary scale
starts at Ksh. 185,628/- per
month before deduction of tax.
Where the jobholder is not liable to Kenyan tax
the scale will be abated under HM Treasury rules and starts at Ksh. 136,067/- per
month to take account of the tax they would have paid.
The
Role:
The
successful candidate will be part of the management team of the East &
Central Africa region of International Operations and Visas (Home
Office). The region manages visa services for Kenya through our hub in
Nairobi, and spokes in Tanzania, Uganda, Rwanda, DRC and Ethiopia. The
Section is a very busy operational team of 36 members of staff in Nairobi and
part of the wider Home Office Africa SMT, as well as taking a full part in the
life of the British High Commission and its many departments. Due to the
nature of the role it is necessary that any applicant be security cleared to SC
status, or demonstrate that they can easily obtain such clearance. Clearance is
most easily obtained by UK nationals with at least 3 years residence in the
past 10 years in the UK, USA, Australia, Canada or New Zealand. Nationals of
the latter four countries may also be able to get clearance. Candidates must
have a traceable history over the last 5 years. Priority will be given to
current holders of this clearance.
Key
Responsibilities:
Working
to support the Regional Operations Manager, this is an
interesting new position, created to be responsible for managing the processes
which underpin the work of the visa section; from monitoring performance
against targets, budgets and contract performance; to acting as training
liaison officer for its staff; to undertaking specific project work. The
role is a new one, and there is the opportunity to shape the exact role
specification. The jobholder will work directly with the Regional Operations
Manager, and be part of a management team of seven. The visa section is an
important part of the High Commission, and we do work with all other
departments as well as with customers and stakeholders in the Kenyan
administration, the local community, other British Missions in the region, and
the Home Office and FCO in London. This post therefore has a
representational element both within and outside the BHC. It also
requires excellent communication and organisation skills; experience of budget
management; proven managerial experience and experience of working effectively
as part of a team in a busy operational environment.
The
key areas are budget management and supervision, working with the FCO and the
regional Home Office team in Pretoria; co—ordination of performance monitoring
returns for the operation; contract management with our commercial partners.
The
Main Duties Include:-
- Budget manager
for the East and Central Africa Region: monitoring spend and the central
payment with the FCO; liaising with the regional team in Pretoria and the
BHC finance team - and reconciling monthly reports to and from both.
- Line Management
of one person and the oversight of a team of three.
- Coordinate the
collection of data from stakeholders and accurately complete and submit
all weekly, monthly, quarterly and annual returns for UKBA according to
time scale/deadline ensuring that follow up action is taken as
required.
- Retain all
records relevant to the monthly Commercial Partner SLA and MI reports and
ensure that VFS incorporate this data accurately in their reports so that
the contract is properly managed.
- Work with the
section’s line managers on the learning and development of visa section
staff in Nairobi and the spoke posts; hold and develop the role of
training liaison officer for the region.
- Lead on specific
project work as necessary, working both within and outside the visa
section
- Organise
official travel for the Regional Manager and other members in the section,
and organise official incoming visits and events for the Section,
including drawing up programmes, arranging transport and hotel bookings
etc. Maintain the Section’s database of contacts.
- Lead on work to
develop the way we work in response to the Staff Survey and lead on the
Better Management Plan – an ongoing action plan with our regional office
to improve the working environment for our staff
- Act as Prism
requisitioner/receiver for UKBA following the strict PRISM guidance. Act
as purchasing officer for UKBA, liaising closely with suppliers ensuring
that best value for money is obtained and that goods delivered fully meet
the specification.
- Act as contact
point within the team on IT, acting as ITSO, making sure that systems are
functioning and liaising with technical support staff as necessary.
- To build a
strong and constructive working relationship with colleagues across HMG.
- Resource
management of an imprest for the visa section.
Required
Skills:
The
successful candidate will require sound IT skills (a working knowledge of
Microsoft Excel and Word is essential) and excellent written and spoken
English, and be able to evidence strong interpersonal skills, tact, resilience,
initiative, attention to detail and excellent organisation skills. Previous
knowledge of accounting principles , working experience of maintaining budgets
and line management experience is highly desirable, as is experience of
project work. Occasional regional travel will be required for short periods of
time.
Key
Competences:
- Managing and Developing Staff - Line management of individuals: encourages high levels of
motivation and performance, supporting and coaching staff to get the best
from them. Values diversity, treating staff with equity and
fairness, and creating a climate that embraces different ways of thinking
and acting and encourages all to fulfil their potential.
- Working with Others - Shows consideration for
others' needs and motivations, values diversity and inclusion. Works
effectively and supportively on shared objectives with colleagues and
contacts in the immediate and wider teams.
- Communicating and Influencing - Presents
a professional image of self, Department/Post and FCO. Conveys information
accurately and concisely, adjusting style according to purpose and
audience. Able to influence people in meetings and in writing in
order to achieve objectives.
- Problem Solving and Judgement -
Systematically gathers information, assimilates and evaluates it and
reaches logical and timely conclusions which can be defended.
- Delivering Results - Takes responsibility for delivering own work with speed, and
professionalism. Responds flexibly to changing priorities, monitoring
progress and quality of own work and meeting objectives. Demonstrates the
financial and resource management expertise necessary to achieve results.
- Customer Focus - understands and focuses on
customer needs.
Application:
The
British High Commission has not appointed any agents to process job applications
or arrange interviews for this position and expects no fees to be paid to
anyone.
Applicants
must have the right to live and work in Kenya.
Applications – (CV with two referees and completed
application form which addresses how the applicant meets the required
skills and competencies) - clearly marked – “B3(L) Administration
Manager/Executive Assistant to the Regional Manager for East & Central
Africa” Vacancy should be forwarded to the following address:
Head of Visa Section
Upper
Hill Road
British High Commission
PO Box 30465 – 00100
Nairobi
Or
by e-mail to: recm.nairobi@fco.gov.uk
Applications
should be received on or before 12 July 2013. Only short-listed applicants will be contacted
for interview.
The
British High Commission is an equal opportunities employer. Recruitment and
staff management is conducted without regard to gender, race, ethnicity,
religion or disability provided candidates are able to meet the requirements of
the position advertised.
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