View Vacancy - JOA - Corporate Services Officer, YON (AO)
The British Embassy Amman has a vacancy for Corporate Services Officer, job grade Administrative Officer (AO), under the Yemen Office Network (YON).
The jobholder plays a key role within the Operational Excellence Team, managing and delivering corporate tasks and support to the Yemen Office Network (YON) in Amman, including providing light executive assistance support to the Development Director (DD) and the Deputy Development Director (DDD). The jobholder will also need to support His Majesty’s Ambassador’s (HMA) when she visits to Amman.
Duties and responsibilities:
- Support Deputy Head of Mission (DHM)/ Development Director (DD) in managing corporate issues while in Amman/ Riyadh, such as managing diaries, booking meeting rooms on the system, and meeting and greeting guests. Provide general support as required.
- Manage and book flights, hotels, and airport pick up-drop off for DHM/ DD when visiting Riyadh.
- Manage meeting arrangements for Senior Leadership Team (SLT), including notetaking when meetings are held in Amman.
- Follow up via the SLT tracker while working with the Executive Assistant to HMA.
- Assist with HMA’s meetings/ schedule when visiting Amman.
- Liaise with British Embassy Amman’s Security Team in relation to guests/ visitors for YON team.
- Lead on YON Fest, the annual YON staff meeting. Conduct preparatory meetings and planning of activities.
- Act as focal point for communicating with Yemen Embassy in Amman in relation to Yemen visas.
- Draft and translate general notes verbales (Arabic/ English) to Yemen’s Ministry of Foreign Affairs. Draft and translate notes verbales in relation to Yemen visa requests.
- Draft invitation letters, update YON guests list for the King’s Birthday Party (KBP), receptions, and other events.
- Update YON organogram and leave planner.
- Participate in any crisis response as part of the information management team or elsewhere as needed.
The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future and this would be at the discretion of the line manager/ senior management and agreed with the jobholder. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis.
Key behaviours required:
- Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications, and risks of decisions.
- Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
- Delivering at Pace - Taking responsibility for delivering timely and quality results with focus and drive.
- Seeing the Big Picture - Understand how your role fits with and supports organisational objectives. Recognise the wider Civil Service priorities and ensure work is in the national interest.
Eligibility:
If you are selected for this position, we will be able to employ you as long as:
- You already have the right to live and work in Jordan; and
- You receive the appropriate level of security clearance.
- Previous experience in a similar role in a large organisation in either the public or private sector.
- Excellent communication skills in English and Arabic, both written and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
- Excellent organisational ability, with proven ability to manage, plan, and prioritise tasks and workload; and a proactive approach to problem solving.
- Flexible, resilient, decisive, and calm under pressure. With a proven track record of delivering results to a high standard within tight deadlines and without compromising the quality of the work.
- Strong team player with partnering skills with a diverse range of team members.
- Demonstrates courtesy and consideration in dealing with internal and external stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved
- Strong IT skills and proficiency in MS Office applications (Excel, Word, PowerPoint, Outlook, Teams).
In addition, we are looking for someone who can demonstrate:
- Integrity
- Honesty
- Objectivity
- Impartiality
- Experience of working in international organisations and/ or foreign diplomatic missions.
The Embassy aims to offer an attractive working environment and remuneration package for this role, including a non-negotiable gross salary of JOD 1,288 per month based on 37 hours per week.
Salary will be paid in gross, and you are expected to comply with your tax obligations through completion of a tax return to the local authorities. If exceptionally you are not liable to pay Jordanian tax, you will receive a net salary, which is minus the deduction of an equivalent level of local tax. Further information on this will be provided at interview if necessary.
This role is for a full-time employment on a permanent contract basis. The successful candidate will be subject to a 90-days probationary period (as appropriate). The appointment is subject to satisfactory local and UK security clearances. The selected candidate must have the right to live and work in Jordan.
Normal working hours at the Embassy are Sundays to Wednesdays from 08:00-15:30 and Thursdays from 08:00-15:00. The Embassy operates a flexible working policy that allows staff to work different hours as well as allowing staff to work from home one day a week, based on operational requirements and agreement with the line manager, and in line with FCDO and Embassy policies. The jobholder should be flexible in their approach to hours worked as these will also be dictated by operational needs and may involve working out of hours (evenings/ weekends), especially during visits and events.
The package includes a good level of health insurance and a friendly, English-speaking work environment. We offer opportunities to develop professional skills through our Learning & Development offer. Leave entitlement is 25 days (on pro rata basis) plus 14 public holidays.
The Embassy follows a 70-20-10 model of learning. Your Line Manager will help you develop a personalised L&D plan and will share opportunities, resources, and guidance to ensure you continue your learning and achieve your full potential. You will also be encouraged to undertake developmental training and get involved in BE Amman and YON corporate activities that offer an opportunity for professional development. This role provides an excellent opportunity to build corporate expertise and gain exposure to a variety of high-level external and internal stakeholder, working across the UK Government and British Embassy Amman. You will also have access to wider relevant L&D- including mentoring and coaching, and support for your own personal development.
How to apply:
Interested candidates must include in their online application form
1) an updated Curriculum Vitae (CV);
2) a covering letter/ motivation essay stating how you meet the requirements of the role; and
3) specific examples in the relevant sections of the online application form of how you meet the key behaviours and skills required.
Applications that do not include this information will not be considered.
Applications must be submitted before 23:55 Jordan local time on 26 September 2024.
Applications submitted after the stated deadline will not be considered.
Internal candidates (i.e., those who are currently employed by the British Embassy Amman) applying for this position should consider informing their current line manager upon submission of their application.
Due to the large number of applications we receive, only those shortlisted for the next step of the recruitment process will be contacted.
Appointable candidates who were unsuccessful at interview may be placed on a ‘reserve list’. If during the reserve period of six (6) months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
The start date mentioned in the advert is a tentative start date and the successful candidate will be required to undergo security-vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances and reference checks.
The recruitment process, including security clearance, is expected to take around 2-3 months. The security clearance process includes checks available in country and in the 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.
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 Amman is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy are subject to terms and conditions of service according to local labour law.
This opportunity is closed to applications.