Note: All applicants are required to mandatorily fill the complete online Application form including the employment, educational details, behavioural and technical/ professional skills questions. We will be thoroughly reviewing the application forms only with all the required details and the shortlisting is not basis CV/ cover letter. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.

Main Purpose:

The British Deputy High Commission in Kolkata is an office of 23 people with a focus of supporting UK trade and investment, and also covering science & innovation, climate change and a range of other bilateral issues.  We help deliver successful VIP visits, both to the UK and vice versa.  We do not issue UK visas for Indian (or other) passport holders but provide consular support in East and North-east India to eligible nationals.

The Corporate Services team with the BDHC Kolkata is part of the UK government’s pan-India Corporate Services Team which ensures the smooth and efficient running of the British High Commission network in India. We provide a range of services to all our Posts in India, as well as to representatives from around 17 UK Government departments and bodies working out of our offices.  Our services include Human Resources, Visits & Movements, Finance, IT, Transport, Mails & Diplomatic Bags, Estates and Procurement. Our services are delivered within Foreign & Commonwealth Development Office (FCDO) rules and guidance, as well as value for money.

You will be a key member of a 6-member Corporate Services team in Kolkata. This role requires a team player with strong IT skills and culture of customer service with a proactive attitude in helping the team deliver its objectives. You need to be strongly organised and have good time management skills.  You need to be well versed with Microsoft Office especially Microsoft Excel. You need to have excellent communication skills managing a range of internal and external stakeholders from staff, government officials and our suppliers.

The job holder needs to be a self-starter, splitting your time appropriately between multiple priorities, including (but not limited to) security, transport & protocol, IT, finance, estates.  As a key member of the BDHC Kolkata Corporate Services team, you will be responsible to ensure smooth running of the office on a day-to-day basis by carrying out a range of administrative and managerial tasks. You will also be responsible for ensuring the security of the Office and Residence premises, running a transport team of 2 drivers and working on finances and estates. This is a varied role, allowing you to flex into multiple key priorities for the team, and is integral to the running of the British Deputy High Commission. BDHC Kolkata is a dynamic and exciting place to work. In line with the 1HMG Memorandum of Understanding, we require all staff to work flexibly across BDHC Kolkata, including but not limited to helping deliver key events and visits, and help cover in times of peak work. In addition, all staff are expected to contribute to a corporate objective of their choice, including (but not limited to) staff committees, India network committees and more.

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

Roles and responsibilities / what will the jobholder be expected to achieve:

Post Security Manager (PSM) – 25%

The job holder will assist the Post Security Officer (PSO) to ensure the security of the BDHC Kolkata premises. This includes, but is not limited to:

• Responsible for day-to-day management of the contracted security guard force at BDHC Kolkata premises including the police guards deputed by the Government of West Bengal, ensuring they are undertaking their duties to the required standards at all times and dealing with visitors professionally and courteously.
• Liaison with the Regional Overseas Security Managers (ROSM) in Delhi implementing recommendations.
• Contract Manager for the Guarding services contract and responsible for ensuring the contractor maintains KPI’s by monitoring performance constantly.
• Support office security installations including CCTV system, alarm systems and radio testing at office and residences in collaboration with the Estates team.
• Assist the Deputy Head of Mission (the Post Security Officer) with Security committee   meetings, operating procedures and documentation.
• Ensure the Post Security Regulations are updated on a yearly basis. Work with the PSO to ensure that security behaviours by all staff are appropriate, and communications around security are regularly disseminated.
• Brief all new joiners on the expectations and requirements of BDHC staff in regard to security.
• With other key stakeholders, be involved with the business continuity and crisis management of the BDHC and be involved in reviewing and testing of relevant plans and procedures.

Information Technology Support Officer (ITSO) – 25%

The job holder will be the Post IT Support Officer,  acting as first point of contact for IT maintenance and repairs. This includes, but is not limited to:

• You will liaise with Helpdesk, Senior IT Advisers in the network, and with service providers as required.
• Monitor Osprey performance and resolve issues with support from UK Helpdesk
• Ensure IT security operating procedures (SOPs) are acceptable use policy (AUP) are signed and followed by all users
• Work with IDD (Information & Digital Directorate) Learning Adviser in Delhi to promote better and more use of the IT tools and apps available with FCDO.
• Ensure FCDO IT inventory is maintained including locally managed IT systems (LMITS) and valid LMITS audits are carried out for standalone IT systems.

Transport & Protocol – 15%:

Official transport is an important tool that allows the delivery of a wide range of HMG’s objectives as well as allowing Corporate Services staff to deliver the necessary operational support to the smooth running of the mission.

• Responsible as transport manager for ensuring the necessary operational support of transport services is provided for the mission.
• Line manager to one transport officer. Responsible for their career development, goal settings and other integral aspects of being a good line manager. Supervise one contract driver.
• Responsible for ensuring the transport policy is applied equally to all partners at post. Ensure post transport policy is regularly updated and circulated.
• Responsible to oversee Post transport diary ensuring that driving duties are fairly and equally distributed and completed
• Monitor maintenance of all Diplomatic vehicles.
• Manage external vehicle hiring service contracts and ensure services are provided to required standards. Ensure timely clearance of invoices from transport vendor for car hires by staff.
• Protocol – Liaise with local authorities for security and logistical clearances for Ministerial & VIP visits.
• Protocol – Liaise with local authorities for clearances for diplomatic and duty free goods entering the country.
• Protocol – Liaise with local authorities for clearances of Unaccompanied and Heavy Baggage for UK Based Staff arrival / departure.
• Travel permission, diplomatic identity cards, visa extensions for UK Based staff and dependents.

Finance & Estates – 25%:

• Work closely with Delhi Finance team and procurement hub to set suppliers up on the FCDO financial system.
• Work closely with internal stakeholders in Kolkata and the Delhi Finance team to ensure timely processing of invoices and payments and ensure Accounts Receivable processes are followed at post.
• Liaise with the Delhi Finance Team and Global Transaction Processing Centre (GTPC) if required on payments.
• Processing of GST and other refunds.
• Support Corporate Services Manager on OACS dashboards on the FCDO financial system to monitor budgets and forecasts.
• Support the DHM and corporate services manager on various returns.

Office Management – 10%:

You will provide critical day-to-day support for the efficient and effective running of the BDHC including procurement. This will include management of:

• Oversee Diplomatic mailbag (inward and outward) movement,
• Arrange printing of Staff business cards and access cards.
• Liaise with Courier services.
• Organise publication subscriptions for office and official residence.

Resources managed (staff and expenditure) – Line management of 2 staff

Learning and development opportunities (if any) – You will have access to a wide range of learning opportunities provided by the Foreign Commonwealth & Development Office.

Language Requirements:

Language: Essential – English (written and spoken), Bengali/Hindi (spoken)
Level of Language Required: Proficient

Essential on arrival

• Graduate in any discipline with at least 2 years of experience in a similar role.
• Strong IT skills including using Microsoft 365
• A confident self-starter, with proven energy and initiative in overcoming obstacles, and the ability to handle multiple tasks and prioritise with minimal supervision.
• Background in security, estates, security, finance would be useful, but more important is a willingness to learn & develop.
• Good interpersonal skills; someone who can build contacts and can negotiate effectively
• Excellent team working skills, with strong ability to build co-operative working relationships across our own network, and outside of the British Deputy High Commission office with a wide range of organisations.
• An innovator who can find creative solutions and identify new more efficient ways of working.
• Attention to detail.