Administration Officer (Protocol and Driver)

Main purpose of job:

• The Corporate Services department is at the core of the British Embassy’s Operations. The Administration Officer plays a crucial part in a dynamic team by being the key person for operational communications and relationships with a variety of local Government organisations as well as the supporting the Team as a whole.
• The role of Administration Officer (Protocol) and Driver is a challenging and rewarding position. It requires a motivated individual who is able to build strong relationships with stakeholders, ensure processes are followed in order to maintain compliance and deliver multiple projects at pace. Relationship building, ability to see the bigger picture and problem solve will be key to success in this role. This exciting position will expose the individual to a wide variety of areas within the operations arena.

Roles and responsibilities:

Protocol 50%

• Manage accreditation and residence processes, vehicles registration for all UK Based staff, including but not limited to processes for Diplomatic ID cards, Residence Permits (and extensions), vehicle registration/deregistration, diver license conversion on arrival at post and on tour completion.
• Advise MFA of staff movements to ensure compliance to local requirements.
• Leads on the clearance process for the import and export of personal effects for UK based staff and Embassy operations.
• Initiates Custom Clearance Documents in respect of Import of personal effects/cars/Pets, issuing Report Orders and C152 Forms.
• Manage local and international shipping third parties to ensure that custom clearance and delivery of Personal and Household effects for Diplomats coming to Harare is seamless and completed in the shortest possible time (i.e. New Arrivals and also Diplomats on mid-term tour etc.)
• Process the applications for third country visas for official travel.
• Lead on and manage the relationship with MFA, Zimra and CVR to ensure good relations are maintained at all times.

Transport 30%

• Support the Transport team in their daily requirements transporting staff and goods in Harare

Corporate 20%

• Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analysing variances for delegated budget lines
• Procurement support for operational procurements
• Provides administrative support and historical reference by developing and utilising filing and retrieval systems
• Contributes to team and mission effort by carrying out corporate duties in order to meet objectives

Essential on arrival:

• Driver’s license and 5 years’ experience driving senior members of staff
• 5 years’ experience in Customer Service/Administration/Protocol

Language requirements:

• Language: English and Shona/Ndebele
• Level of language required: Expert