Description

The British High Commission is hiring an Admin Assistant to provide administrative support to the Political and Governance Team. You will gain insights into a wide range of work areas that underpin the UK Uganda bilateral relationship; through managing contacts, overseeing events and handling the team’s Note Verbales and Visa enquiries.

Key Duties and Responsibilities:

• Manage the printing, logging and filing returned copies of Note Verbales issued by the team
• Manage team contact management system – keep contacts up to date in a sharable format
• Be the initial point of contact for all team related visa enquires; including logging high value cases on the UKVI App
• Provide logistical support to the team for large internal meetings, or with external attendees.
• Provide logistical support for team travel; for example booking transport and hotels etc.
• Working with relevant BHC teams e.g. Protocol, Security, policy teams, to provide logistical support to Ministerial and high level official visitors.
• Manage team events: issue invitations and monitor RSVPs; liaise with the BHC Events Officer, corporate services, residence, and security teams (where relevant), oversee set ups etc.
• Oversee team budget for travel, expense and L&D, and provide advice to the Political Counsellor on budget decisions. You will provide forecasts and follow up information as required by the Finance Team.
• Provide other admin support to the team as requested.

Resources managed:

You will oversee the team budget for travel, expenses and L&D, but decision making responsibility will sit with the Political Counsellor.

Qualifications, Skills and Experience:

• Excellent written and oral communication.
• Excellent knowledge of IT applications; especially Teams and Outlook Contacts, but also including Excel, Word and other FCDO systems.
• Understanding of filing systems

Required behaviours

Changing and Improving, Communicating and Influencing, Delivering at Pace, Managing a Quality Service

• Manage the printing, logging and filing returned copies of Note Verbales issued by the team
• Manage team contact management system – keep contacts up to date in a sharable format
• Be the initial point of contact for all team related visa enquires; including logging high value cases on the UKVI App
• Provide logistical support to the team for large internal meetings, or with external attendees.
• Provide logistical support for team travel; for example booking transport and hotels etc.
• Working with relevant BHC teams e.g. Protocol, Security, policy teams, to provide logistical support to Ministerial and high level official visitors.
• Manage team events: issue invitations and monitor RSVPs; liaise with the BHC Events Officer, corporate services, residence, and security teams (where relevant), oversee set ups etc.
• Oversee team budget for travel, expense and L&D, and provide advice to the Political Counsellor on budget decisions. You will provide forecasts and follow up information as required by the Finance Team.
• Provide other admin support to the team as requested.

• Excellent written and oral communication.
• Excellent knowledge of IT applications; especially Teams and Outlook Contacts, but also including Excel, Word and other FCDO systems.
• Understanding of filing systems

• Primary & Secondary Schooling (K-12)
• Educational Resources
• Communicating
• communication
• Education
• Communications & Media Studies
• Communication
• Geographic Reference
• Knowledge Management
• education