Personal Assistant at British High Commission

Main purpose

• The main purpose of the personal assistant to the Deputy High commissioner and Deputy Head of mission is to organise Senior Management’s time and activities so that they are effectively able to run the mission. 
• The successful candidate will be part of a small team in the High Commission Private office. This office sets how the Deputy High Commissioner spends his time delivering on British objective in Nigeria.
• The successful candidate needs to be able to organise a lot of demand on the Deputy High Commissioner’s & Deputy Head of Mission’s time. This will require shifting information to ensure the Deputy High Commissioner is using his time effectively. 
• The role is also public facing you will be an important person receiving calls and responding to requests for the Deputy High Commissioner, so a strong customer service background is desirable.  
• The role will also look to organise the Deputy High commissioner’s travel which is often complex. The role will work across the mission to bring teams together to best deliver all our objectives. 

The successful applicant will also need to be:

• Be highly organised and be able to shift between complex information. 
• Be a team player that is able to work across a number of teams. 
• Be a strong written and verbal communicator who is able to accurately record meetings and be able to speak confidently to seniors.  
• Be comfortable in possession of sensitive or personal information, and the associated need for discretion.
• Observe the Foreign, Commonwealth & Development Office’s diversity and equality policies.
• Be IT literate with the ability to use the full suite of Microsoft 365 tools. Crucially outlook. 

Roles and Responsibilities

• To effectively manage and support the Deputy High Commissioner (DHC) & Deputy Head of Mission through efficient running of their office, diary and travel management, and helping to co-ordinate key activities across the mission. 
• Provide support to Senior Leadership Team and post under the direction of the DHC. Managing diaries of the Deputy High Commissioner & Deputy Head of Mission and their daily itinerary 
• Receiving, dealing with and prioritising meeting requests from both internal and external stakeholders for DHC & DHM. 
• Co-ordinating effectively events/ functions hosted by the DHC / DHM in conjunction with the Residence Manager. Issue out e-invitation/cards and monitor RSVPs to ensure maximum attendance at events.
• Recording meetings and drafting minutes (Senior Leadership Team, Lagos Joint Management Board disciplinary panels and appeals, etc.) 
• Receiving and dealing with official correspondences. 
• Line managing and developing DHC's drivers. 
• Receiving visitors to the Deputy High Commission. Covering for the Residence Manager when away
• Any other duty as assigned 

Essential Qualifications

• Good interpersonal and customer service skills. 
• Excellent IT skills (including, Microsoft Office): 
• Ability to work with minimal supervision. The ability to respond flexibly to competing demands, often at short notice; Discretion and confidentiality. 
• Events Management/ Customer Service
• Experience working with senior management/director level staff in corporate environment. 

Required competencies:

• Leading and communicating. Collaborating and partnering, managing a Quality Service, Delivering at Pace. 
• Experience in office administration environment (diary & contact details management, managing frequent travel arrangements)

Experience:

• Minimum of 3 years of proven experience working with Senior Management / director level staff in a corporate environment.
• Experience of managing expenses and/or budget.
• Excellent organisational skills, particularly attention to detail and the ability to forward plan.
• Strong record of delivering with others.
• Discreet and excellent interpersonal skills to handle sensitive and confidential situations and work collaboratively across the network.
• Detail-driven individual with experience of organising logistics.
• Previous event management experience.
• Ability to produce briefing reports.

Language required:

• English at expert level.

Desirable qualifications, skills and experience:

• Customer Service experience
• Demonstrate the ability to prioritise well, working between teams and be able to assume responsibility for tasks with minimum supervision.
• Have excellent judgement and emotional intelligence, with clear self-awareness and an understanding of verbal and non-verbal communication.
• Be comfortable in possession of sensitive or personal information, and the associated need for discretion.
• Experience of working in a diplomatic Mission and or international organisation.
• Be IT literate with the ability to use the full suite of Microsoft 365 tools.

Required behaviours:

• Changing and Improving, Communicating and Influencing, Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Seeing the Big Picture

Salary
USD 1,867.81 / Month (Base salary is subject to tax and other statutory deductions).