British High Commission Executive Assistant to High Commissioner EO Jobs in Ghana
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) while engaging key stakeholders in the Foreign, Commonwealth and Development Office, Ghana Government, Foreign Governments, other Diplomatic Missions, NGOs and other UK Government Departments to support the achievement of UK Government Objectives in Ghana.
To oversee and coordinate the smooth running of the High Commissioner’s office. Attention to detail, flexibility and being able to work accurately under pressure are key skills. You will need to possess strong communication skills and team working as you will be in regular contact with colleagues, Senior Leadership Team within the BHC and those in London. You will be privy to sensitive information, and so discretion is a must.
Roles and responsibilities:
Oversee and coordinate all aspects of the High Commissioner’s office to ensure the smooth running of the daily and long-term commitments in support of the Ghana Country Business Plan objectives –e.g. managing diaries; booking internal and external appointments and logistical arrangements (e.g. rooms; transport arrangements, refreshments; setting up teleconferences and VTCs); drafting and responding to correspondence and invitations and liaising with the drivers, Corporate Services and external contacts.
Arranging meetings and ensuring that briefings for meetings are requested and processed in good time to enable effective engagement by the HC.
Key point of contact for the High Commissioner (HC) diary with a focus on prioritising HC’s time and commitments
Manage HC diary – including communicating with the High Commission 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
Reconcile all HC spend from official travel, travel package and official claims
Working with the Events Coordinators to plan and prepare for formal/ informal events and meetings including KBP, diaspora/soft power events. Ship visits etc.
Liaise with Events/Residence Manager and HC spouse on issues relating to functions, invitations, visitors and give support concerning guests list and social events at the Residence.
Manage contacts and maintain relationships including high priority contacts
Respond to and draft routine correspondence on behalf of the office.
Assist in arranging programmes, flights, hotels, and briefings for HC’s internal and external travel
Support office budget management; advising on spending trends, reconciling expenditure and facilitating accurate forecasting.
Serve as custodian of the Post visit guide ensuring it is updated regularly.
Coordinate leave plans for SLT ensuring there is always cover at Post.
Act as a point of contact in the absence of the Events and Residence Manager
Serve as cover for regular duty officer on DIP bag duties and for escalation of dip bag discrepancies.
Maintain the High Commissions Official Gift Register, ensure the Gift Policy is circulated periodically and all gifts are disposed of in according with FCDO guidance.
Work closely with Chair and Deputy Chair of the People Committee (PC), and its sub-committees and Board Champions, to support its governance and to ensure effective communication and implementation of the High Commission’s People Strategy.
Oversee the distribution of invitations to high-level stakeholders, RSVP follow-ups and ensuring HC’s knowledge of key engagements for each event.
Work with EAs to HC and DD to i) track and log communications in a detailed filing system and respond to written correspondence, ii) ensure online tracking of SLT absence, iii) keep up to date staffing metrics, iv) maintain a forward look of events, v) working with visit leads track and report all internal/external visits to/from Ghana in a visits grid, vi) maintain the High Commission’s key contacts database and vii) to cover in each other’s absence.
Support wider corporate and BHC goals as required.
All other related duties
Essential qualifications, skills and experience
A minimum of 2-3 years’ experience office management in a fast-paced working environment as an Administrative Assistant, Executive Assistant or Personal Assistant to Senior Executives.
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.
Desirable qualifications, skills and experience
Good written and spoken French would be a distinct advantage.
Knowledge of the UK and of UK Government structures would be an advantage.
Working and delivering in a high pressure environment
Dealing with logistics, administration and budgets
How to Apply
For more information and job application details, see; British High Commission Executive Assistant to High Commissioner EO Jobs in Ghana
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