View Vacancy - Support Officer to the Head of Mission and Corporate Services

The UK Mission to Afghanistan based at the British Embassy in Doha is part of a worldwide network that represents political, economic, security and consular interests overseas and is now looking for a Support Officer to the Head of Mission and Corporate Services to start as soon as possible.

Main Purpose of the Job:

To support the Chargé d ’Affairs in managing his diary and setting up meetings, supervise the tasking of two CBS drivers, and support the Mission by providing essential corporate services functions such as raising requisitions, processing the Chargé’s claims and organising events. Ensure the Mission remains within finance targets for payments.

Main Duties and Responsibilities:

• Support the Chargé d ‘Affairs of the UK Mission to Afghanistan by effectively managing his forward programme (including setting up internal and external meetings) and current diary commitments. Close, confident and organised liaison with this senior Ambassador is key.
• You will also be expected to liaise with interlocutors at all levels when making appointments for the Chargé d ‘Affairs. Clear and accurate communication is key in delivering what is needed to ensure the smooth operation of the private office function.
• As part of the duties supporting the Chargé d ‘Affairs, the successful candidate will also need to ensure that forward travel plans are in place for the drivers of the flag car. Direct management of the drivers is a key function in ensuring our delivery of objectives. The successful candidate will need to be confident and clear in a changing environment and anticipate the need for when and where a driver needs to be. An understanding of Doha is desirable in this respect for timing purposes.
• To manage the basic functions for the Residence. Ensuring it is adequately supplied with essentials and ready for meetings held there or visitors staying there. Close contact with the hotel provider and the bilateral Ambassador’s residence manager will be key, as will delivering value for money to the public purse.
• Accurate financial compliance and the ability to carry out core corporate services functions for the wider mission will also be needed. This primarily relates to the raising of requisitions for essentials for the Residence and wider mission, managing the Chargé’s expense claims, and closely working with the established corporate services section of the British Embassy with whom we share a platform.
• Resources managed: 1 x CBS Driver (S1) and 1x Contract Driver

This position can be a busy one at times. The ability to deliver under pressure, flex, and adapt to changing demands is essential. You will be part of a small and caring team who deliver key policy objectives on behalf of the UK in a high profile portfolio.

The ‘back-office’ support function is what keeps the engine of the mission going and the successful candidate can take pride in all that the mission achieves. None of it would be possible without this key position.

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:

• Managing a Quality Service: Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. People who are effective plan, organise and manage their time and activities to deliver a high quality and efficient service, applying programme and project management approaches to support service delivery. 
• Delivering at Pace: Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. It’s about working to agreed goals and activities and dealing with challenges in a responsive and constructive way. 
• Working Together: People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done. It requires working effectively, sharing information and building supportive, responsive relationships with colleagues and stakeholders, whilst having the confidence to challenge assumptions.​
• Changing and Improving: People who are effective in this area are responsive, innovative and seek out opportunities to create effective change. It’s about being open to change, suggesting ideas for improvements to the way things are done, and working in ‘smarter’, more focused ways.

• Fluent standard of English. Able to express ideas and messages clearly and concisely, both orally and in written communication.
• Administration skills including MS suite of apps, diary management, programme coordination, strong written skills for brief, meeting and minute writing.
• Strong organisational and analytical skills. Ability to organise and prioritise workload, organise records, and meet deadlines and changing priorities whilst maintaining close attention to detail and without compromising the quality of the work.
• Self-motivation and forward thinking. Able to work to a process whilst flexible to short notice change.
• Demonstrates courtesy and consideration in dealing with all stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
• Line management experience.