Foreign and Commonwealth Office Recruitment for Executive Assistant to High Commissioner

Main purpose of job:

This is a dynamic role at the heart of the British High Commission that provides high level support to the High Commissioner (HC) and manages the HC’s Office Team while engaging key stakeholders in the Foreign and Commonwealth Office, Ghana Government, Foreign Governments, other Diplomatic Missions, NGOs and other UK Government Departments to support the achievement of UK Government Foreign Policy Objectives in Ghana.

Roles/Responsibilities:

• Key point of contact for the High Commissioner (HC) with a focus on prioritising HC’s time and commitments
• Manage HC diary – including communicating with HC Team to ensure they know how best to work with HC Office
• Follow up (on behalf of HC) for actions within Mission
• Build relationships with key stakeholders in Ghana & UK to create productive working environment
• Ensure effective functioning of the HC office focusing on general office duties including, but not limited to, dealing with visitors, responding to telephone calls, mail, invites and all general enquiries to the office
• Assist in organizing programmes for official visitors coming to Ghana
• Perform routine tasks on behalf of the wider High Commission including processing of the diplomatic bags
• Liaise with Residence Manager and HC spouse on issues relating to functions, invitations, visitors and give support concerning guests list and social events
• Manage contacts and maintain relationships including high priority contacts
• Respond to and draft routine correspondence on behalf of the office
• Arrange programmes for HC’s internal and external travel
• Support office budget management; advising on spending trends, reconciling expenditure and facilitating accurate forecasting
• Act as a point of contact in the absence of the Residence Manager
• Support the governance of key post’s boards and some cross-cutting High Commission programmes
• Oversee the distribution of invitations to high-level stakeholders, RSVP follow-ups and ensuring HC’s knowledge of key engagements for each event.

Resources managed (staff and expenditure):

• Line management of Administrative Assistant and have oversight responsibility of Residence Manager.

• Prioritizing in a fast-paced work environment, assuming responsibility for tasks with minimum supervision and delivering to deadlines.
• Strong self-organization, 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.
• Excellent written and spoken English.