(Roles and Responsibilities)


Main purpose of job: To be the office manager and front of house for the British Deputy High Commission Bengaluru. As a key member of the BDHC Bengaluru Corporate Services team, you will be responsible to ensure smooth running of the office on a day-to-day basis by carrying out a range of administrative and managerial tasks. You will also be responsible for providing first line advice and help to visitors and guests. Roles and responsibilities / what will the jobholder be expected to achieve?: Security:

• Support office security installations by monitoring the BMS (Building Management System) software that controls ACs and fire alarms, monitor 16 CCTV screens, alarm systems, radio testing at office and residences, in collaboration with the Estates Officer.
• Responsible for day-to-day management of the contracted security guard force at the BDHC including the police guards deputed by the Government of Karnataka, ensuring they are undertaking their duties to the required standards at all times and dealing with visitors professionally and courteously.
• Responsible for ensuring the guarding contractor maintains Key Performance Indicator\xe2\x80\x99s (KPI\xe2\x80\x99s) by monitoring performance constantly.
• Involved with the business continuity and crisis management of the BDHC and be involved in reviewing and testing of relevant plans and procedures.
• Keeping CBS staff security clearances up to date.

Transport: Official transport is an important tool that allows the delivery of a wide range of HMG\xe2\x80\x99s objectives as well as allowing Corporate Services staff to deliver the necessary operational support to the smooth running of the mission.

• Responsible as transport manager for ensuring the necessary operational support of transport services is provided for the mission.
• Responsible for ensuring the transport policy covers all official vehicles and applied equally to all partners at post.
• Ensure post transport policy is regularly updated and circulated.
• Responsible to maintain Post transport diary ensuring that driving duties are fairly and equally distributed and completed
• Regularly monitor and ensure the transport booking process is implemented and followed by all staff.
• Monitor maintenance of all Diplomatic vehicles
• Manage external vehicle hiring service contracts and ensure services are provided to required standards.
• Ensure payment to vehicle hire vendors is done in a timely manner.
• Responsible for ensuring the contractor maintains Key Performance Indicator\xe2\x80\x99s (KPI\xe2\x80\x99s) by monitoring performance constantly.
• Line manage the two transport & protocol officers ensuring effective leave and performance management by following FCDO\xe2\x80\x99s policies and good line manager campaign.

Office Management: You will provide critical day-to-day support for the efficient and effective running of the BDHC. This will include management of:

• BDHC Bengaluru mailboxes
• Meeting room bookings
• Storeroom
• Diplomatic mailbag (inward and outward)
• Stationery & IT cartridges including inventory management
• Staff business cards and access cards
• Courier services
• Subscriptions for office and official residence

Front Office Reception:

• You will be the first person to greet visitors, eligible persons and answer telephone calls.
• Ensure that the telephone board line is switched on at the start of the day and ensure that the right information is provided to visitors/callers or guiding them to the most appropriate source of information.
• Liaise with the Consular team in Chennai to provide assistance to eligible persons as and when required.
• Responsible for maintaining internal telephone directories and circulating it regularly.
• Responsible for public area reception areas ensuring that it is kept to an appropriate standard and that all information, including notices, is up to date and accurate.

Resources managed (staff and expenditure): 2* Transport & Protocol Officers Contract Security staff Language and other requirements: English \xe2\x80\x93 Excellent written and spoken English skills essential. Basic in local language. Learning and development opportunities (and any specific training courses to be completed): Security management, soft skills training, i.e. dealing with (difficult) customers. You will have access to a wide range of learning opportunities provided by the Foreign and Commonwealth Development Office. Working patterns: Standard working hours are Monday to Thursday (8.30 am to 4.30 pm) and Friday (8.30 am to 1.30 pm). Due to the nature of the job, this role is not suitable for flexible working. In addition to your annual leave entitlement, the BDHC observes 14 public holidays per year (a mix \xe2\x80\x93but not all \xe2\x80\x93 of the most significant UK and India/Karnataka holidays). Occasional events may require evening work (advance notice will be given and time off in lieu allowed). Occasional national travel may be required. Any other information (or specific local Post requirements): The British Deputy High Commission in Bengaluru is an office of 31 people with a focus of supporting UK trade and investment, and also covering science, innovation, climate change and a range of other bilateral issues. We help deliver successful VIP visits, both of Indians to the UK and vice versa. We do not issue UK visas for Indian (or other) passport holders or provide consular support to British nationals. The Corporate Services team with the BDHC Bengaluru is part of the UK government\xe2\x80\x99s pan-India Corporate Services Team which ensures the smooth and efficient running of the British High Commission network in India. We provide a range of services to all our Posts in India, as well as to representatives from around 17 UK Government departments and bodies working out of our offices. Our services include Human Resources, Visits & Movements, Finance, IT, Transport, Mails & Diplomatic Bags, Estates and Procurement. Our services are delivered within Foreign & Commonwealth Development Office (FCDO) rules and guidance, as well as value for money. You will be a key member of a seven member Corporate Services team in Bengaluru. This role requires a team player with strong IT skills and culture of customer service with a proactive attitude in helping the team deliver its objectives. You will be strongly organised and have good time management skills. You will be well versed with Microsoft Office especially Microsoft Excel. You will have excellent communication skills managing a range of internal and external stakeholders from staff, government officials and our suppliers.
Essential qualifications, skills and experience


Essential on arrival:

• A confident self-starter, with proven energy and initiative in overcoming obstacles, and the ability to handle multiple tasks and prioritise with minimal supervision.
• Willingness to learn and develop.
• Attention to detail.
• Good interpersonal skills; someone who can build contact and can negotiate effectively, including with senior staff.
• Excellent team working skills, with strong ability to build co-operative working relationships across a large network, including outside of the British Deputy High Commission.

Desirable qualifications, skills and experience


Desirable: Strong IT , general management skills, management of contracts are desirable. Education: Graduate/Diploma holder in any discipline with at least 2 years of experience in a similar role.





Required behaviours


Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
Application deadline Application deadline - day Application deadline - month Application deadline - year


20 April 2023
Grade


Administrative Officer (AO)
Type of Position


Full-time, Permanent
Working hours per week


40
Region


South Asia & Afghanistan
Country/Territory


India
Location (City)


Bangalore
Type of Post


British Deputy High Commission
Number of vacancies


1
Salary Currency


INR
Salary


INR 48,766 per month plus 12% provident fund and 6% Superannuation
Start Date Start Date - day Start Date - month Start Date - year


1 May 2023
Other benefits and conditions of employment


For British High Commission candidates, the Country Based Staff BHC Terms & Conditions will apply. For other than BHC Candidates, salary will be all-inclusive of INR 48,766 per month together with a 12% Provident Fund and 6% Superannuation. Additionally, the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with INR 500,000 floater cover for your immediate family. No relocation or any other related costs or assistance will be provided. Please note - BHC does not deduct tax at source and employees are required to ensure that any requirements of local income-tax law are complied with in full. Employees who are not liable to pay local income tax on their Mission salary, eg. some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount. The BHC is recognised as a good employer, with a robust, fair and transparent performance management & appraisal system linked to increments and staff bonuses. We have a 5-day working week, plus annual leave, public holidays, maternity leave provision, special leave, paid sick leave provision; ample development opportunities, travel opportunities, a good organisational culture, and excellent work/life balance. Around half of our work forces are women. We treat people with respect and equality and have a policy of zero tolerance for any form of discrimination, bullying, or harassment. This is a good opportunity to be part of a strong, diverse team, working in the biggest network that FCDO has anywhere across the globe. We are aiming to make it the best.
Additional information


Note: All applicants are required to mandatorily fill the complete online application form including the employment and educational details, experience segment and the behaviour-based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage. To Apply: Please note applications without (a) and (b) will not be considered. A. Complete the Online Application Form B. Complete the Experience, Professional Skills and Behaviour based Segments in the Online Application Form Internal candidates applying for this position need to upload their appraisal forms for the previous 2 years (if applicable) and also inform their current line managers, else the applications will not be considered. We will accept only online applications by 20th April 2023 (latest by 23:55 hours IST). Please note that all the applicants will be required to strictly adhere to the security guidelines for British High Commission. Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount. Please note - Provident Fund Transfer in and out from EPFO is not possible as BHC PF is managed by a private PF trust governed by Indian Income Tax Act, 1961. The staff still has the option to transfer out and in from a privately held PF trust which are not governed by EPFO. Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered. Only shortlisted candidates will be contacted, and no telephone enquires will be dealt with. Appointable candidates who were unsuccessful may be placed on a \xe2\x80\x98reserve list\xe2\x80\x99. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate. The appointment will be subject to Police Verification and other checks including references, medical, educational and professional. We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly.
Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.