Summary
Date Posted: Friday, September 09, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
ZAM(6558897)_Executive Assistant_(AO)
The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Job Category
Foreign, Commonwealth and Development Office (Programme Roles)
Job Subcategory
Foreign, Commonwealth and Development Office (Programme Roles)
Job Description (Roles and Responsibilities)
The Executive Assistant (EA) will be required to provide administrative and secretarial support to the High Commissioner, Development Director/Deputy High Commissioner and Senior Leadership Team (SLT).
• The main purpose of this role is to provide calendar management, managing correspondence, preparing materials for the High Commissioner,
• Development Director/Deputy High Commissioner as well as the including Senior Leadership Team.
• This role also includes providing secretarial and logistical support for senior and key cross office meetings.
• Managing incoming and out-going correspondence in a timely and effective manner.
• The job holder will be required to prepare materials in advance of meetings, i.e., reading papers and ensure that all are circulated on time.
• Prepare and update Senior Leadership Team forward look planner and ensure that a weekly agenda is in place prior to the meeting
In this role you will also be responsible for:
• Holding a weekly diary meeting with the High Commissioner and Development Director/Deputy High Commissioner.
• Managing meeting requests (internal and external), allocate meetings, reschedule as required and keep both of High Commissioner and Development Director informed of changes.
• Notification to front desk/security for meetings once back in the British High Commission.
• Issue daily High Commissioner and Development Director calendars to the office
• Maintain log of forward meetings planned (externals, internals) and review weekly with the High Commissioner and Development Director for prioritisation and planning
• Log, filter and share incoming letters and other physical correspondence
• Prepare responses to correspondence for approval by High Commissioner and Development Director – target 100% response rate within 14 days of correspondence receipt
• Prepare simple documents and presentations based on guidance provided by Senior Leadership Team
• Draft and keep a record of Note Verbales and follow up with Ministry of Foreign Affairs
• Work with the Residence Team and Visits Officer during VIP visits
• Provide administration support to cross office meetings
• Ad hoc Portfolio Level Programme Support

Essential qualifications, skills and experience
• A Diploma or Degree in Development Studies/Business Administration or similar qualifications.
• At least three years’ experience in relevant field
• Excellent written and verbal English communication skills

Desirable qualifications, skills and experience
• Organisational skills
Required behaviours
Changing and Improving, Communicating and Influencing, Working Together
Application deadline
25 September 2022
Grade
Administrative Officer (AO)
Type of Position
Permanent
Working hours per week
36 hours
Region
Africa
Country/Territory
Zambia
Location (City)
Lusaka
Type of Post
British High Commission
Number of vacancies
1
Salary
ZMW 15,955.08 per month
Start Date
1 November 2022

Other benefits and conditions of employment
Learning and development opportunities (and any specific training courses to be completed):
The High Commission offers a comprehensive induction programme, including but not limited to on the job training, online support, mentoring and coaching and formal classroom based learning.

Additional information
• Please complete the application form in full as the information provided is used during screening.
• Please check your application carefully before you submit, as no changes can be made once submitted.
• The British High Commission/Embassy will never request any payment or fees to apply for a position.
• The current legacy DFID Terms and Conditions of Employment will apply to all internal locally employed staff on promotion and new entrants subject to local employment labour law.
• All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
• The responsibility lies on the successful candidate to 1. Obtain the relevant permit, 2. Pay fees for the permit, 3. Make arrangements to relocate & 4. Meet the costs to relocation
• The British High Commission/Embassy does not sponsor visas/work permits except where it may be local practice to do so.
• Information about the Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles
• Reference checking and security clearances will be conducted on successful candidates.
• Current employees (CBS) transferring between departments need to obtain a new police clearance/certificate of good conduct to be successful appointed to the position.
• Please log into your profile on the application system on a regular basis to review the status of your application.

Job Experience: No Requirements

Work Hours: 8

Level of Education: Bachelor Degree

Job application procedure
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