Clerical Assistant at British High Commission

Ref.: 03/16 ABJ
Grade: A2 (L)
Job type: Permanent

Job Description (Roles and Responsibilities)  

• Act as Defence Section Clerical Assistant, responsible for the routine registry duties and direct administration support.
• Day to day running of section accounts which include raising payment vouchers, paying invoices, organising entertainment expense authorisation, cash collection and refunds.
• Ensuring all payments are authorised correctly and allocated to relevant sub accounts.
• Complete monthly and quarterly budget returns. Clear audit trail for audit purposes.
• Maintain a monthly account spreadsheet and ensure copies are sent to HOCS FIN & IPP.
• Ensuring the Section is kept abreast of budgetary constraints against expenditure.
• Carry out comparative cross- referencing of monthly report issued by Accounts Section against the Defence expenditure, investigating where discrepancies occur.
• Arranging travel for Defence Section, including preparation and monitoring of allowances.
• Maintenance of Section registry (including filing, reproduction and despatch of documents), library and stationery supplies.
• Recording driver’s overtime and calculating overtime payment.  
• Maintenance of vehicle log book and production of fuel and mileage statistics.
• Maintenance of leave register. Advise Locally Engaged staff leave to FCO Personnel Department.
• Responsible for updating the INSA folder on shared drive.
• Managing Defence Section Drivers

Secondary/Occasional Duties:

• Assist with the facilitation of visa applications as directed by ADA.
• Provide assistance to the ADA in the processing of visiting RAF and VIP flights, arranging diplomatic clearances and related administrative tasks as required.
• Assistance to the Section arranging diplomatic clearance and administration of incoming HM ships.
  

Requirements

Desirable qualifications and experience:

• Finance experience

Essential qualifications and experience:

• Previous Human Resources experience is desirable
• Mature, self-motivated, able to work independently
• Good communication and inter-personal skills
• Able to multi-task and work under pressure
• Detail orientated
• IT Literate is a must
• Accounts experience desirable
• Team player
• The incumbent should be prepared to help wherever required on a variety of different topics even if this falls outside the strict job specification. Reliability, initiative and a high degree of responsibility and security are essential.
• As a representative of a small OGD in the Chancery, an ability to get on with others is necessary

Required competencies:

• Leading and Communicating, Collaborating and Partnering, Managing a Quality Service

Remuneration
N226,199

Start Date
1st May, 2016.