Office Assistant (Fixed-term/temporary)

Job title:

Office Assistant (Fixed-term/temporary)

Company

HM Government

Job description

Main purpose of job:The British Government’s Office in New York, housing the UK Mission to the United Nations and the British Consulate General, has an exciting opportunity for an active, and dynamic person to join the Corporate Services Team as an Office Assistant. This opportunity is a rewarding role which supports and further develops the special relationship between the UK and the UN, supporting work at the forefront of international diplomacy in order to make a real difference globally.The US Network offers a unique career enhancing opportunity and is committed to supporting its staff through a variety of benefits including generous leave, insurance packages and a highly competitive 401k programme. It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses hybrid working, including working from home and flexible hours, where possible. In this role you would be working in a diverse international environment to support UK diplomats, armed forces personnel and other country based staff operating across the Mission.The Office Assistant provides customer support to the UK mission to the United Nations and the British Consulate General in New York. You will support the effective operation of the office, office services and the mail room. You will work in a team of 2 under the supervision of the Office Manager, and assist the Office Manager in continuously improving the office’s operation and service delivery.This is a temporary position – The end date for this position is 3rd October 2025.Roles and responsibilities of the Office Assistant are:

• Advice and assistance to customers as appropriate;
• Facilitate the day to day running of the New York office;
• Catering support; providing refreshments for meetings held in the office conference rooms;
• Set up and take down of meeting rooms, including moving tables, chairs, and supplies, and assisting with catering setup where needed;
• Cleaning and upkeep of common areas, kitchens, meeting rooms, basement, etc in line with office policy;
• Attend to external visitors and contractors as and when required;
• Despatch, receipt and sorting of mail;
• Preparation, payment and submission of mail for transit through US carriers;
• Liaise with departments in London with regard to transport of Diplomatic Unescorted Bags; ;
• Upkeep and maintenance of all mail records;
• Undertake small maintenance tasks as and when instructed by Office Manager;
• Support the Office Manager in management of the office supplies inventory;
• General photocopying, filing, electronic file management etc.;
• Support the Office Manager in finding further efficiencies and process improvement in order to improve our service delivery;
• Ensure Health & Safety procedures are adhered to and practised;
• Any other general administration duties as and when required.

Essential qualifications, skills and experience

• Strong team player who can work flexibly based on the changing needs of the team and business;
• Good IT skills and the ability to effectively use MS Outlook, Teams, Excel, and Word;
• Clear and confident communicator, with the ability to work with stakeholders at all levels of the organisation;
• Strong organisational skills, and the ability to multitask;
• Excellent customer service skills.

Desirable qualifications, skills and experience

• Experience of diary/schedule management

Required behavioursCommunicating and Influencing, Delivering at Pace, Managing a Quality Service, Working TogetherApplication deadline9 December 2024GradeS2Type of PositionFixed TermWorking hours per week40Duration of Post8 monthsRegionAmericas, Caribbean & Overseas TerritoriesCountry/TerritoryUnited StatesLocation (City)UK Mission to the United Nations, New YorkType of PostBritish Consulate GeneralNumber of vacancies1Salary CurrencyUSDSalary23.64Type of SalaryhourlyStart Date3 February 2025End Date3 October 2025Other benefits and conditions of employmentLearning and development opportunities (and any specific training courses to be completed):

• On the job development based on FCDO policies and guidelines.
• Other opportunities for learning and development, including personal development or network learning.

The British Embassy and its US Network is committed to all employee’s ongoing learning and development needs. We offer a comprehensive platform for personalised learning for everything from soft skill development (communciating with impact, handling difficult conversations, time management) to more technical or professional skills necessary to complete your job (software training, formal qualifications etc.).This is an office based role of 40 hours per week.The working hours are Monday to Friday working shifts of 8 hour shifts between 7AM and 5PM, plus occasional overtime.This is an office based role with no remote working opportunities.Additional informationUnder US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work. • A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defence Staff (BDS) outposts accept A or NATO visasClosing date of receiving applications is before 23:55 (Local Time) on 9th December 2024Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.Employees who are not liable to pay local income tax on their Mission salary, e.g. some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.Internal candidates must inform their supervisor before they apply to a different position.The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, gender identity, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.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.

Expected salary

Location

United Kingdom – New York City, NY

Job date

Fri, 22 Nov 2024 05:49:56 GMT

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