Head of Outer Office & External Protocol (Accra/Outer Office) HEO at British Government

About The Job

Main purpose of job:

The High Commissioner’s office is busy and works at pace. The outer office has a critical role in facilitating the effective working of teams internally, and the reputation and impact of the High Commissioner externally.

• This position – as head of the outer office and external protocol – sits at the centre of the work of the High Commission, and is the cog that helps the whole machine work effectively.
• Day to day will look varied: some time will be spent internally helping to ensure the smooth running of High Commission business, including ensuring sensitive and political note verbales from the  MFA are processed, policy decisions are taken, emails are dealt with and actions are completed; some time will be spent managing and developing the outer office team; some time will be spent supporting the team leaders; and some time will be spent externally building relationships with other protocol officers, going ahead of the High Commissioner to act as her public-facing protocol officer.
• Manage a team effectively (including developing staff and delegating successfully), getting the best out of people, prioritising, being willing to challenge.
• Run a smooth and effective office that facilitates work for teams across BHC and for the High Commissioner, improving the impact of the High Commissioner by ensuring their time is spent on the right things. 
• Must have strong relationships across the BHC and a sound understanding of cross-BHC objectives in order to be able to provide reliable advice to the HC.

Role and Responsibilities Will Fall Across Four Areas:

• Team Leader for the outer office, including the Executive Assistant, the Residence Manager, and the Events Manager. 
  • You will support and coordinate their work, invest in their personal development, be an effective line manager, and support the work of the High Commissioner through her key staff. 
  • You will help the team make sure the High Commissioner is focussed on the priorities, is travelling regularly, and seeing the right people at the right time. 
  • You will manage the Outer Office budget day-to-day, being accountable to the High Commissioner for forecasting.
• Be the glue that helps the policy teams work effectively with the High Commissioner, Deputy, and Development Director. 
  • Including tracking key documents, ensuring internal actions are completed, progressing note verbales with the MFA, offering support when required for the High Commissioner’s responsibilities for Togo, Benin, and Burkina Faso, and liaising at a senior level with embassies when escalation from the Executive Assistant is required. 
  • When Ministerial visits occur, you will be the corporate memory, helping policy teams run the visits by sharing experience and best practice.
• Be a focal point for lobbying by externals, managing external relationships effectively (including knowing when to say no), and to be the central point for, for example, visa requests and facilitation. 
  • Political acumen and resilience is key.
• A “head of protocol” who can go ahead of the High Commissioner or UK Ministers to meetings and events, when needed. 
  • Ensuring protocol is understood by the High Commissioner (what to do when), and to be practical and hands on when required (saving seats!).
  • Other things will come up, and the incumbent will need to be responsive and discreet when the High Commissioner or Deputy turns to them for advice or support.

Resources Managed (staff and expenditure):

• Admin budget of £100,000pa, covering the Residence, Events, and High Commissioner hospitality and travel.
• Managing three staff (Executive Assistant, the Residence Manager,  and the Events Manager)

Essential Qualifications, Skills and Experience:  

• Ability to run effective and efficient processes, including by getting the best from others.
• Experience of working in an environment where protocol is expected.
• Line management experience.
• Proven discretion.
• Level of language required: Fluent English, spoken Twi and Ga
• Desirable qualifications, skills and experience  
• Managing budgets
• Experience of working with senior officials or VIPs

Required behaviours : 

• Seeing the Big Picture 
• Making Effective Decisions 
• Managing a Quality Service
• Working Together

Other Benefits and Conditions of Employment  
Learning and development opportunities:

• The British High Commission in Ghana takes learning and development seriously. 
• The successful candidate will have the opportunity to develop many core and transferable skills through both formal and informal learning and development opportunities, including the full suite of HMG training courses and opportunities and the opportunity to work closely and shadow the High Comissioner. 
• Members of staff are encouraged to make use of the learning and development opportunities that the office has to offer.

Working patterns:

• Flexible working will be required, working around the demands of the office.