AUH – UKVI Office Manager (EO)

Job title: AUH – UKVI Office Manager (EO)

Company: HM Government

Job description: The British Embassy Abu Dhabi has a vacancy for an Office Manager under the UK Visas and Immigration (UKVI), job grade Executive Officer (EO). This role is on a fixed term contract until 31st October 2025 with the possibility of extension and/ or renewal of the contract depending on performance and operational requirements.The jobholder will ensure full administrative support is given to the UKVI Visa Operations in Abu Dhabi and provide managerial support with the Operations Supervisor in managing the day-to-day operations of the visa section.The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We promote family-friendly flexible working opportunities, where operational and security needs allow.Duties and responsibilities:

• Motivate and support visa section staff through effective line management and building capacity by providing and ensuring regular dialogue and open communication, and ensuring correct levels of staffing.
• Promote and uphold high professional standards, leading by example when dealing with enquiries and answering correspondence relating to business support activity.
• Manage resources proactively to ensure an effective response to changing demands and priorities, including through active change management.
• Ensure all management controls are in place and checks are carried out in accordance with Best Practice guidelines and that statistical returns are fully and correctly completed within time limits.
• Monitor systems and processes, collate information and provide feedback for managers
• Provide management supervision with the Operations Supervisor for the support staff in the Visa Section.
• Support the Regional Operational Managers and the Regional Manager on various submissions.
• Ensuring full records for checking bill payments / receipts and preparing for monthly reconciliation.
• Support the Recruitment Lead in their liaison with UAE HR and with MENA Regional HR; sifting, organising, and implementing assessment tests (where needed) and interviews.
• Liaison with Abu Dhabi Training/ Induction team on the arrival of UK-based staff and newly recruited country based staff (CBS).
• Management of all CBS to include leave, toil, maternity, and sickness recording in conjunction with terms and conditions of employment for resource planning.
• Keeping records of leave, toil, maternity, and sickness for UK-based members of staff for operational resource planning.
• In conjunction with the Business Support team, review, update, and maintain organisational charts, including the UKVI contact list.
• Being the single point of contact for liaison with Estates Team for all maintenance and equipment issues.
• Line management of support staff and countersigning officer duties.
• Undertake notetaking and other ad hoc duties as required.

Resources Managed:

• Direct line management of Entry Clearance Assistants (ECA) AO grade.

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required.Key behaviours required:

• Managing a Quality Service: Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs.
• Delivering at Pace: Take responsibility for delivering timely and quality results with focus and drive.
• Working Together: Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
• Changing and Improving: Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback.

Eligibility:

• Applications will only be considered from those who are currently residing in the UAE and with a current and valid UAE resident visa.

• Applicants must be available in a full-time capacity to work on site at the British Embassy Abu Dhabi – this is not part time position or available for remote working.

Essential qualifications, skills and experience

• Understanding of UKVI section and operations.
• Background in and experience of working in a key administrative role.
• Previous successful team co-ordination and office management experience.
• Experience of having managed visits and/or events.
• Initiative, adaptability and the ability to work flexibly both in a small team and individually with autonomy, and able to adapt to new ways of working.
• Proven record of organisational ability. Ability to prioritise own workload and meet deadlines, without compromising the quality of the work.
• Excellent communication skills in English, both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
• Excellent customer service skills. Demonstrates courtesy and consideration in dealing with stakeholders.
• Experience of managing HR matters.
• Very good level of IT skills and literacy in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).

Required behavioursChanging and Improving, Delivering at Pace, Managing a Quality Service, Working TogetherApplication deadline4 November 2024GradeExecutive Officer (EO)Type of PositionFull-time, Fixed TermWorking hours per week40Duration of Post10 monthsRegionMiddle East & North AfricaCountry/TerritoryUnited Arab EmiratesLocation (City)Abu DhabiType of PostBritish EmbassyNumber of vacancies1Salary CurrencyAEDSalary16,024Type of SalarymonthlyStart Date1 December 2024End Date31 October 2025Other benefits and conditions of employmentWorking hours and remuneration:The Embassy aims to offer an attractive working environment and remuneration package for this role, which includes 25 days of leave per annum (calculated pro-rata).The salary for this role is AED 16,024 per month.There are no other allowances payable as part of this package. No accommodation and relocation expenses are payable in connection with this position.This role is for a full-time employment, on a fixed term contract basis until 31st October 2025, subject to six (6) months’ probationary period. The contract may be extended, subject to satisfactory performance and on on-going business requirement.The Embassy is open from Monday to Friday from 0700 to 1800 hrs. The Employee’s normal weekly working hours are forty (40) Monday to Friday (inclusive). This is inclusive of one-hour paid rest break for each five (5) hours worked; the timing of the rest break shall be approved by the Employee’s Line Manager and in accordance with operational requirements.The Embassy has an active Learning and Development Committee, and the whole of Post is committed to providing the time and resources for staff to develop personally and professionally. The 70/20/10 learning and development model is applied in a flexible manner, with extensive informal and formal opportunities readily available.The successful candidate will be required to transfer their visa under the Embassy’s sponsorship.Additional informationHow to apply:Interested candidates must include to their online application form: * An updated Curriculum Vitae (CV);

• A covering letter/motivation essay stating how you meet the requirements of the role; and,
• Examples in the relevant sections of the online application form of how you meet the key behaviours and skills required. Please refrain from the use of AI based tools when completing your application, this is to ensure a fair competition for all candidates and helps maintain the integrity process. If the use of AI is identified, your application may be rejected.

Applications that do not include this information will not be considered.Closing date for applications is at 23:55 UAE local time on 4th November 2024.Applications received after the stated deadline will not be considered.Internal candidates (i.e., those employed by the British Embassies in Abu Dhabi & Dubai) applying for this position are advised to inform their current line managers upon submission of their application.Process:The recruitment process, including security clearance, is expected to take around two to three months. The security clearance process includes checks available in country and with UK, dependant on the security level required for the role and the candidate’s profile and UK footprint. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption.Due to the large number of applications, we receive, only those shortlisted for the next step of the recruitment process will be contacted.The start date mentioned in the job advert is tentative and the successful candidate will be required to undergo security vetting procedures before employment can begin. Any offer of employment will be subject to the candidate achieving suitable clearances.Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.The FCDO operates an agile approach to delivery. To facilitate an agile workforce, you may be required to undertake other duties from time to time as we may reasonably require. The British Embassy Abu Dhabi is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.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: 16024 per month

Location: Abu Dhabi

Job date: Thu, 24 Oct 2024 05:03:28 GMT

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