Fresher Embassy Admin Jobs – Executive Assistant to the Defence Adviser and Office Administrator – British High Commission (BHC)

Organization: British
High Commission (BHC)
Duty Station: Kampala,
Office Notice No.: 13/19 KPL
Starting Monthly Salary: UGX 4,837,804 gross
About US:
The British High
Commission is the diplomatic liaison office that aims to develop and maintain
close bilateral relations with Uganda, in accordance with British government
policies. The British High Commission is responsible for the political
relationship between the UK and Uganda, and we provide advice and guidance on
political and governance issues. BHC provides assistance and documentary
services to British nationals in Uganda. The UK Trade and Investment Section
provides assistance to both British and Ugandan businesses.
Job Summary:  The Executive Assistant is a role which
provides direct support to the Defence 
Adviser and Assistant to the Defence 
Adviser on a daily basis. Responsible for the management and
coordination of activities on behalf of the Defence Adviser . The Defence
Sections lead personality on the management and coordination of Conflict
Security and Stabilisation Fund (CSSF) programs delivered within the Defence
Adviser’s area of responsibility.  To
assist in preparation for visiting training teams and oversee diplomatic
clearance requests in the absence of the Assistant to the Defence Adviser.
Key Duties and Responsibilities: 
  • CSSF: Monitor and evaluate projects run by the Defence  Adviser and funded by the CSSF. Submit
    monthly and quarterly reports to the Programme Management Board located in
    Nairobi. Liaise with the Assistant to the Defence  Adviser to ensure programmes are on
  • Line Manager Responsibility: Responsible as the 1st RO for the
    effective management of the Defence Section Driver.
  • Meetings: Plan, organize, book and confirm meetings, including
    related transport, feeding and accommodation requirements. Represent
    Defence Section at the regular cross-mission communications meetings.
  • Visits: Responsible for organizing visitors and training teams
    within the Defence Section Area of Responsbility; to include transport,
    accommodation and meeting bookings.
  • Hospitality: Reply to official and private invitations and maintain
    an effective log.  Organize Official
    Entertainment in accordance with MOD Policy with direct responsibility for
    logistical and administrative requirements.
  • Ceremonial events: Assist in the organization of ceremonial events.
  • Diary Management: Ensuring the office diary, and contact list is
    kept current and in a logical order.
  • Registry: Monitor and maintain the Defence Section Registry to
    ensure effective Information Management in all formats.
  • Diplomatic Clearance: Submit and monitor diplomatic clearances for
    staff, aircraft visits and over flights in the absence of the Assistant to
    the Defence Adviser.
  • Personnel support: Provide administrative support for Defence
    Section personnel.
  • VTC Coordinator: Coordinate and administer VTC requirements.
  • Resources managed (staff and expenditure):
  • Provide Line Management to one member of staff 

Qualifications, Skills and Experience: 
  • The ideal candidate for the British High Commission (BHC) Executive
    Assistant to the Defence Adviser and Office Administrator job should have
    relevant qualifications
  • Excellent level of written and spoken English
  • Excellent organisational skills
  • Knowledge of finance, budgets and programme management
  • Previous PA experience
  • Working knowledge of MS Office Packages
  • Ability to work under pressure and prioritise
  • Strong communication and interpersonal skills
  • Discretion and confidentiality
  • Team player.
  • Competencies: Making
    Effective Decisions, Leading and Communicating, Collaborating and
    Partnering, Delivering at Pace
NB: Due to
the nature of the role it is necessary that applicants be security cleared to
normally only be obtained by UK , USA, Australia, Canada and New Zealand
How to Apply:
All suitably
qualified and interested candidates who wish to join the British High
Commission in the aforementioned capacity should apply by clicking on the link
Deadline: 11th October 2019
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