Job vacancy : Administrative Assistant (02/24 YAO) - British High Commission Yaounde - Cameroon

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 identity, 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 Category 1  
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory 1  
Reception
Job Description (Roles and Responsibilities) 1  

Main purpose of job:

To provide day-to-day administration of the Reception Area and main Switchboard. The Administrative Assistant is responsible for receiving visitors to the High Commission and fielding enquiries over the phone. As part of the Corporate Services Team, the officer will be required, from time to time, to undertake tasks in support of broader objectives of the High Commission.

Reporting directly to the Executive Assistant. The officer will be first point of contact in the High Commission and act as Deputy EA.

Roles and responsibilities:

Telephone system and Frontline (15%)

    Operate office switchboard – answer all incoming calls and transfer to respective destinations and where possible answer queries from the general public and where necessary make calls for colleagues.
    Receive all visitors on first arrival to the High Commission and advise colleagues awaiting visitors.

Social Secretary (15%)

    Setup calls for the HC & DHC.
    Inform guards about expected guests.
    Prepare replies to emails and enquiries.
    Prepare invitations, name cards and menu cards for receptions and follow up for confirmation.
    Build good working relations with secretaries in other diplomatic missions and offices.
    Respond to job and internship applications received via mailbox.
    Managing official correspondences including drafting, coordination and recording of all diplomatic correspondences.
    Maintain and update contact database with new contacts

Admin Tasks (45%)

    Manage and profile Stationery Budget.
    Maintain stationery stock and keep a record of stationery taken by staff.
    Distribute incoming mail (internal/external) and arrange to have outgoing mail posted.
    Organise servicing of office equipment i.e. photocopiers, telephone.
    Oversee the distribution of office newspapers
    Manage BHC meeting room calendars
    Receive / stamp incoming invoices & forward to budget monitors / accountant
    Finance - Receiver and Requisitioner on HERA.
    Receive and dispatch diplomatic mail bag and DHL/FEDEX/SOLENA facilitator for parcel collections
    Assist the Corporate Services Team for e.g. obtaining quotes, hotel reservations, flight bookings, and general enquiries and follow-ups.
    Any ad hoc duties

Support to the Executive Assistant to the High Commissioner (25%)

    At the end of the day, see EA/HC for his schedule for the following day to communicate to Transport Team
    Receive all incoming calls for HC.
    Action all invitations (accept/regret). Note the action to be taken and return to HC.
    Make appointments, receive confirmation of appointments, accepts and make RSVPs for HC.

Resources managed:

- IT equipment – switchboard, radio, laptop, mobile phone
- Stationery
- Corporate Credit Card
Essential qualifications, skills and experience 1  

    Minimum of 2 years experience on a similar role or administrative role.
    Excellent communication skills (spoken and written ).
    Good self-management, organisational and customer service skills.
    The ability to work well both independently and as part of a team at times under pressure.
    Flexible and positive approach to working in a forward thinking innovative organisation.
    Proficiency in the use of Microsoft Word and Excel

Language requirements:

Language: English and French

Level of language required: Professional proficiency
Desirable qualifications, skills and experience 1  

    Good IT skills, including the ability to learn/adapt quickly to changing circumstances.

Required behaviours 1  
Delivering at Pace, Managing a Quality Service, Seeing the Big Picture, Working Together
Application deadline 1  : 30 April 2024
Grade 1  
Administrative Assistant (AA)
Type of Position 1   : Permanent
Region 1   : Africa
Country/Territory 1   : Cameroon
Location (City) 1   : Yaounde
Type of Post 1   : British High Commission
Salary 1  
XAF 425 955 + XAF 60,996 Housing Allowance + XAF 32,844 Transport Allowance
Start Date 1  
1 June 2024
Other benefits and conditions of employment 1  

Learning and development opportunities:

The Foreign and Commonwealth Office offers all its employees the opportunity to pursue career and development initiatives through the Diplomatic Academy that offers access to several courses and other learning and developing opportunities.
Additional information 1  

    Please check your application carefully before you submit, as no changes can be made once submitted.
    The British High Commission will never request any payment or fees to apply for a position.
    Employees recruited locally by the British High Commission in Yaounde are subject to Terms and Conditions of Service according to local employment law in Cameroon.
    All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
    The responsibility lies on the successful candidate to;
    1.Obtain the relevant permit
    2.Pay the fees for the permit
    3.Make arrangements to relocate
    4.Meet the costs to relocation
    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.
    Information about the Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles
    Please note: Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
    Reference checking and security clearances will be conducted on successful candidates.
    Please log into your profile on the application system on a regular basis to review the status of your application.
    Appointable candidates who were unsuccessful may be placed on a ‘reserve list’.  If during the reserve period of 6/12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

All applications must be submitted ONLINE at :

https://fco.tal.net/vx/appcentre-ext/brand-0/spa-1/candidate/so/pm/4/pl/1/opp/22581-Administrative-Assistant-02-24-YAO/