Clerical Assistant at British High Commission

Job ID: (08/17 ABJ)
Location: Abuja
Grade: A2 (L)
Start Date: 1 August, 2017
Type of Position: Permanent
Job Category: Other British Government Departments (Partners across Government, including UK Visas)
Job Subcategory: MOD (Ministry of Defence)

Main Purpose of Job

• PA to the Defence Adviser and Defence Section Administration Support.

Roles and Responsibilities

• Act as Defence Section Clerical Assistant, responsible for the direct administration support to the Defence Section.
• Arranging travel for Defence Section, including preparation and monitoring of allowances.
• General administration including filing, reproduction and despatch of documents, library and stationery supplies.
• Diary management, room bookings and transport bookings.
• Assisting with events and official visits.
• 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.
• 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.

Essential Qualifications and Experience

• Detail orientated, able to multi-task and work under pressure.
• Team player, mature, self-motivated, able to work independently.
• Strong administrative experience; IT Literate is a must.
• Accounts experience desirable.
• 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, good communication and inter-personal skills are essential.

Desirable Qualifications and Experience

• Cash accounts experience.

Required Competencies:

• Leading and Communicating, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace

Starting Monthly Salary
N 457, 295

Other Benefits and Conditions of Employment

• Responsibility allowance of N33,401.25
• Working hours: Monday - Thursday 8:00 - 1700, Friday 8:00 - 14:00 (38 hours per week)