Company Profile

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, 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 Description

VACANCY NOTICE NO – 21/15 ACC

• POSITION: EXECUTIVE ASSISTANT TO THE HIGH COMMISSIONER
• SECTION: ACCRA - CHANCERY
• GRADE: B3 (L)
• POSITION TYPE: 3 YEARS CONTRACT
• SALARY: GHS 3,045.00

The British High Commission (BHC) Accra works to support the UK Government’s foreign policy objectives in Ghana and has a vacancy for an Executive Assistant to the High Commissioner B3 (L).

The job holder will provide high level administrative support to the High Commissioner (HC) and Deputy High Commissioner (DHC) and engage with a range of key stakeholders in Ghana Government, other diplomatic missions, NGOs, UK Government departments as well as BHC Sections.

The High Commissioner is also non-resident Ambassador to Burkina Faso, Benin and Togo, and has wider regional responsibilities. The job holder will report to the High Commissioner.

The successful candidate would be expected to start in June or July 2015.

The main elements of the job include:

• Managing HC’s and DHC’s diaries effectively and efficiently. Responding to invitations, liaising with other political and key stakeholders including at senior level 
• General office duties; Dealing with visitors, telephone calls, all general enquiries to the office 
• Managing the office information system, including paper and electronic record-keeping, gift and other registers 
• Responsible for assisting with the organising of programmes for official visitors coming to Ghana 
• Routine tasks on behalf of the wider High Commission including processing of the diplomatic bags 
• Liaising with Residence Manager and the High Commissioner’s wife on issues relating to functions, invitations, visitors and give support concerning guests list and social events. To act as a point of contact in the absence of the Residence manager concerning invitations to social events 
• Management of contacts databases and high priority invitation lists 
• Responding to and drafting routine correspondence 
• Arranging programmes for HC’s travel in Ghana and overseas including producing expense claims 
• In HC’s and DHC’s absence (leave/official travel) to manage the office (ie inbox, diary, calls, letters) ensuring that the relevant people are informed/represented etc 
• Line management of front of house receptionists and Residence Manager 
• Managing BHC’s internal communications, including the production of a quarterly newsletter 
• Support the governance of key posts boards and some cross-cutting High Commission programmes 

Required Skills or Experience

The skills/attributes of the successful applicant should include:

• Prioritising in a fast-paced work environment, assuming responsibility for tasks with minimum supervision and delivering to deadlines 
• Strong self-organisation, the ability to be flexible and resilient 
• Being an excellent team player 
• Communication and influencing skills, including excellent drafting and proof-reading in English, including records of meetings 
• The ability to maintain high-level contacts with UK Government departments, Government of Ghana offices, BHC staff, members of other diplomatic missions as well as members of the public 
• Feeling comfortable dealing with sensitive issues, and therefore the ability to be highly ethical and discreet 
• Strong IT skills using Microsoft software 
• Knowledge of the UK and of UK Government structures would be an advantage 
• Good written and spoken French would be a distinct advantage 

Key competences required:

The British High Commission staff work according to the UK Civil Service Competency Framework relevant to each job. The competences required for this job are:

• Making effective decisions 
• Delivering a quality service 
• Leading and communicating 
• Collaborating and partnering 
• The successful applicant will need to:
• Undergo a rigorous security clearance process. Confirmation of appointment is subject to the awarding of security clearance observe the UK Foreign and Commonwealth Office’s diversity and equality policies show some flexibility over working hours, as they may on rare occasion be unsociable