Foreign and Commonwealth Office Vacancies 2022 Apply For Protocol Officer (25/22 PTA) Jobs In Pretoria, Gauteng

Main purpose of job:

The Corporate Services Protocol Officer will work under the direct supervision of the Corporate Services Protocol and Transport Manager. The candidate will assist the manager in effectively and efficiently managing the functions of the Corporate Services Department. The Corporate Service Protocol Officer will have overall responsibility for the managing protocol duties for the British High Commission and Department for International Relations Cooperation and the South African Licensing department, as well as other relevant stakeholders.

Roles and responsibilities:

Provide a quality customer service. Duties will include managing the South Africa Travel and Movement mailbox, responding to all queries within 24 hours and providing a pro-active quality response, daily walk-in customer service, communicating and working in partnership with all relevant departments such as transport, security and estates with regards to all relevant enquires received, etc.

Familiarise, understand and apply best practice with regards to the Corporate Service Charter. This documentation outlines the service level agreement between Corporate Services and Partners across Government and will assist you to manage the relationship with your customers.

Manage a quality, pro-active and consistent customer service for new arrivals. This will include duties such as providing welcome packs, post information (i.e. Corporate Services Charter), arrangements around heavy baggage/unaccompanied airfreight (UAF), Certificate A’s, continues and consistent customer engagement, bank letters, meet and greet on arrival date, etc.

Familiarise, understand and apply best practice with regards to the Department for International Relations (DIRCO) standard operating procedures and service level agreements for new arrivals. These duties include the process of announcing new arriving UK Based staff member, the accreditation process of compiling and submitting supporting documentation (passport copies, note verbal’s, accreditation forms, etc), obtaining diplomatic identity documentation and residency permits, short term postings, new born, extending postings, etc.

Familiarise, understand and apply best practice with regards to DIRCO’s standard operating procedures and service level agreements for vehicle registrations, de-registrations and VAT claims. These duties will include assisting the customer to prepare the required forms and supporting documentations for instance permission to purchase/sell, Certificate A’s, submitting applications to the South African Review Services (SARS), imports, working in partnership with the SA Licensing Department, etc.

Manage a quality, pro-active and consistent customer service for current posted customers. This will include duties such as creating note verbal’s to fellow embassies to assist with visa applications, general enquiries, etc.

Manage a quality, pro-active and consistent customer service for customers departing post. This will include familiarising, understanding and applying best practice with regards to DIRCO’s standard operating procedures and service level agreements for departures (i.e. collecting diplomatic identity cards, vehicle de-registrations, etc), assist with heavy baggage / unaccompanied airfreight UAF, etc.

Other administrative duties. These duties includes creating and recording note verbal’s, maintaining the staff establishment lists, file and maintain staff records and securing personal information at all times (i.e. locking away all documentation daily before leaving for home), Requisitioning and purchasing of goods and services, Hotel bookings, etc.

Attending to accurate record keep, both electronically and physically.

Managing the stationery mailbox, requisitioning and purchasing of stationary items, ensuring value for money and other ad hoc tasks in relation thereto, ensuring that requests are attended to promptly and payments are made to suppliers.

Assisting with ad hoc tasks within the wider mission if and when required.

• Microsoft office
• Good oral and written communication skills
• Attention to detail and initiative
• Good customer service skills coupled with an ability to handle difficult customers
• Ability to work under pressure
• Good organising skills
• Valid South African driving licence

• 3 years administrative / protocol / shipping experience within a diplomatic mission

The British High Commission pays in full for the Key Care Plus option on Discovery Health for staff including spouses/partners and dependants.

• Once you have successfully completed your probation the British High Commission will contribute 9% of your monthly salary to a Provident Fund.
• Annual leave entitlement of 25 days
• Working hours per week of 36.5

• Please complete the application form in full as the information provided is used during screening.
• 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 Pretoria are subject to Terms and Conditions of Service according to local employment law in South Africa.
• 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;
• Obtain the relevant permit
• Pay fees for the permit
• Make arrangements to relocate
• Meet the costs to relocation
• The British High Commission do not sponsor visas/work permits except where it may be local practice to do so.
• 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: AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
• Reference checking and security clearances will be conducted on successful candidates.