Job Description (Roles and Responsibilities) Note: All applicants are required to mandatorily fill the complete online application form including the employment and educational details, experience-based segment and the behaviours and technical/ professional skills-based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.’ Main purpose of job: The job holder will be part of the Corporate Services team which ensures smooth and efficient running of the British High Commission network in India. This team provides a wide range of support services including Finance and Accounting, Human Resources, IT, Procurement, Health Safety, Estates, Visits & Movements and other services such as transport and travel. You will be part of the British Deputy High Commission, Chennai’s Transport and Protocol team primarily responsible for the official fleet management including driving responsibilities and transport bookings. You will also assist the Corporate Services Manager/Officer with completion of Protocol forms and submissions and support the Corporate Services team as back up at the office reception, making utility and vendor payments and other administrative duties. 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? Transport duties: • Ensure official fleet is clean and maintained to standards described by the organisation. • Drive official fleet in a safe and focussed manner ensuring excellent customer service and guest interaction. • Ensure physical security checks of the official fleet every day at the start and end of the day. • Carry out daily checks i.e. engine oil level, brake fluid level, radiator, battery level, clutch fluid level, exterior lights, tyre pressures, etc. as specified in the driver’s daily check list. • Ensure that vehicles are prepared, fuelled/charged and secured in advance of visits and other transport journeys. • Report any defects including charging issues immediately to Corporate Services Officer. • Maintain an accurate record of all bookings, journeys, mileage records and fuel / electricity consumption. • Ensure the passenger’s safety at all times and work in partnership with local Police and Traffic control as required adhering to traffic laws and regulations at all times. • Maintain transport mailbox & calendar for transport bookings and ensure bookings are done and communicated to external and internal stakeholders within SLA’s. • Work in partnership with the team and/or suppliers if unexpected changes occur, whilst keeping customers informed at all times. • Report to the Corporate Services Officer daily, attend Transport and Corporate Services meetings when required. • Payment of vehicle insurance for official fleet. • Ensuring that vehicle servicing records, insurance records and other vehicle documents are up to date and held in a secure place. • Ensure that all aspects of a VIP visit are well communicated, co-ordinated and delivered. • Adhere to traffic laws and regulations at all times. Protocol, Visits & Team Support: • Build and maintain relationships with key state Government authorities including State Protocol and Airport authority. • Assist with completion of protocol forms and submissions. • Assist the Corporate Services Manager/Officer during UK based staff arrival and departure and ensuring protocol preparedness for diplomatic Id cards and visa extension. • Assist the Corporate Services Manager for UK based staff car purchases and sale. • Assist UK based staff in procuring driving licences and other RTO formalities. • Work with external and internal stakeholders during VIP visits ensuring aspects of each VIP visit are well communicated, co-ordinated and delivered. • Act as back up to office receptionist, answering enquiries and telephone calls from public. • Support the team in making utility payments and vendor payments through office provided procurement card. • Opening and closing diplomatic bags when required. • Assist with Estates handyman duties as and when required. • Maintain monthly inventory of office stationery and assist in procuring required items. Language requirements: Language: Knowledge of English and Tamil is essential Level of language required: • English – Basic spoken and written English skills essential. • Tamil – Excellent speaking skills required. • Knowledge of any other regional language will be an advantage. Other requirements: Short listed candidates will be required to perform a driving test. Learning and development opportunities (and any specific training courses to be completed): • First Aid course. • Evasive driving course. • Driving awareness. Working patterns: The successful candidate will be expected to work a maximum of 48 hours per week with a 30-minute lunch break. Candidate will be required to work on shifts and flexible working hours depending on driving duties, in consultation with the Corporate Services Manager. Any other information (or specific local Post requirements): The British Deputy High Commission in Chennai is an office of 26 people with a focus of supporting UK trade and investment, promoting prosperity, assisting British Nationals in India and bilateral issues. We help deliver VIP visits, both of Indians to the UK and vice versa. The Corporate Services team with the BDHC Chennai 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 and Protocol. Our services are delivered within Foreign & Commonwealth Office (FCO) rules and guidance, as well as value for money. The Corporate Services team has 10 members, and the job holder will be reporting to the Corporate Services Officer. Essential qualifications, skills and experience Essential on arrival: • Good communication and inter-personal skills. • Clear a driving test. • Customer focus. • Valid driving licence. • Experience of driving in a professional manner Desirable qualifications, skills and experience Desirable: At least 5 years of proven safe driving experience. Experience or completion of an approved vehicle driving course. Previous experience driving for government organisations, UN agencies, or other diplomatic missions. IT Skills: Basic computer (MS Word, Outlook, Teams) skills to complete and maintain electronic documents. Required behaviours Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together Application deadline Application deadline - day Application deadline - month Application deadline - year 21 July 2024 Grade S1 Type of Position Full-time, Permanent Working hours per week 48 Region South Asia & Afghanistan Country/Territory India Location (City) Chennai Type of Post British Deputy High Commission Number of vacancies 1 Salary Currency INR Salary INR 25,266 per month plus 12% provident fund and 6% Superannuation Fund Start Date Start Date - day Start Date - month Start Date - year 4 September 2024 Other benefits and conditions of employment For British High Commission candidates, the Country Based Staff BHC Terms & Conditions will apply. For other than BHC candidates, salary will be all-inclusive of INR 25,266 per month plus a 12% provident fund and 6% Special Allowance. Additionally (if applicable) the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with INR 500,000 floater cover for your immediate family. No relocation or any other related costs or assistance will be provided. Please note - BHC does not deduct tax at source and employees are required to ensure that any requirements of local income-tax law are complied with in full. 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. The BHC is recognised as a good employer, with a robust, fair and transparent performance management & appraisal system linked to increments and staff bonuses. We have a 5-day working week, plus annual leave, public holidays, maternity leave provision, special leave, paid sick leave provision; ample development opportunities, travel opportunities, a good organisational culture, and excellent work/life balance. Around half of our work forces are women. We treat people with respect and equality and have a policy of zero tolerance for any form of discrimination, bullying, or harassment. This is a good opportunity to be part of a strong, diverse team, working in the biggest network that FCDO has anywhere across the globe. We are aiming to make it the best. Additional information Note: All applicants are required to mandatorily fill the complete online application form including the employment and educational details, experience segment and the behaviour-based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage. To Apply: Please note applications without (a) and (b) will not be considered. • Complete the Online Application Form • Complete the Experience, Professional Skills and Behaviour based Segments in the Online Application Form Internal candidates applying for this position need to inform their current line managers, else the applications will not be considered. We will accept only online applications by 21st July 2024 (latest by 23:55 hours IST). Please note that all the applicants will be required to strictly adhere to the security guidelines for British High Commission 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. Please note - Provident Fund Transfer in and out from EPFO is not possible as BHC PF is managed by a private PF trust governed by Indian Income Tax Act, 1961. The staff still has the option to transfer out and in from a privately held PF trust which are not governed by EPFO. Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered. Only shortlisted candidates will be contacted, and no telephone enquires will be dealt with. Basis the scores, the candidate/s who did not score as highly as the successful candidate, might be placed on the reserve list. If during the reserve period of 6 months, the same or largely similar role becomes available, the role may be offered to the second or subsequent appointable candidates. The appointment will be subject to Police Verification and other checks including references, medical, educational and professional. We welcome all applications irrespective of age, race, colour, gender, disability, ****** orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly. 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