View Vacancy - Personal Assistant to Her Majesty’s Ambassador and Deputy Head of Mission / IT Support Officer (MNE19.611)
The British Embassy in Podgorica, Montenegro is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking to recruit a full-time Personal Assistant to Her Majesty’s Ambassador (HMA) / Deputy Head of Mission (DHM) / IT Support Officer (ITSO).
Main responsibilities will include:
65 % PA to HMA / DHM
- Managing the Ambassador’s Diary to ensure maximum value is made of her time. Manage competing requests for inclusion with careful prioritisation and tact. Ensure low priority work is managed out. Respond rapidly to changes to diary to ensure Ambassador and all relevant staff are always clear about the Ambassador’s agenda and the reputation of the Embassy is promoted;
- Manage flow of papers to and from Ambassador: Co-ordinate and follow-up on the delivery of briefing, speaking notes, speeches and other material required by the Ambassador. Lead on the provision of quality visit programmes and logistical support. Draft letters and diplomatic notes for the Ambassador and the Embassy. Ensuring synergy across Embassy teams, maximising value from HMA’s time when doing so;
- Event Management: Oversee delivery of events at the Ambassador’s Residence, ensuring the Residence Team, the Embassy’s Events Team, and relevant sections are delivering on the Ambassador’s vision. Management of guest lists for all Ambassador led events and assistance to Embassy for other events. Close liaison with the Residence Housekeeper;
- Outreach: Provide a professional and efficient public face for the Embassy. Manage the Embassy’s shared mailboxes. To develop links with counterparts in the MFA and other Ministries, Embassies, International Organisations and other key institutions;
- Facilitation: Accompany Ambassador to meetings to provide interpretation and take notes across Montenegro. Summarise reports and documents;
- Administrative/procurement tasks: responsible for utilization of travel budget for HMA-in charge for purchasing travel tickets for HMA and booking accommodation;
- Responsible for ensuring expenditure incurred against FCO Credit Card (CCC & GPC) and conforms to FCO credit card policy and is accounted for correctly.
30% ITSO and cover for DITSO (IMO, DipBag)
- Proactively maintain and support Embassy and Residence IT infrastructure by monitoring performance and resolving problems with IT Helpdesk and other IT stakeholders;
- Lead on Information Management and Assurance for the Embassy: ensure Embassy is in full compliance with relevant UK, Montenegrin laws and Foreign Office regulations on information management and data protection;
- Maintain Registry, including receipt and preparation of diplomatic bags and managing the roster for Local Courier Journeys;
- In charge for utilization of IT budget: Raise requisitions/receipt goods or services on Prism for payments through P2P (purchase to pay);
- Champion use of collaborative IT across the Embassy.
5 % VIP UK visa related enquires
- Contact for high government official e.g. Ministers, President, Speaker of the Parliament, official delegations etc.)
- Proficiency in Montenegrin and English (written and spoken, minimum of C2 level for CEFR framework*);
- Excellent communication and interpersonal skills;
- The ability to work confidently in close partnership with internal and external stakeholders;
- Advanced use of IT systems and familiar with latest developments within the IT sector;
- The ability to take personal responsibility for operational delivery, learn new skills and flexible resources, tasks and activity according to ever-changing demands;
- Excellent computer skills (MS Office, accessing databases & web based applications);
- The ability to work in a small team and work under pressure to meet challenging targets even after regular working hours;
- A positive can do attitude, with strong attention to detail, trustworthy and able to act with discrete and handle sensitive information;
- At least 2 years’ experience dealing with international organisations / business;
- Budget management experience.
- Previous Personal Assistant experience.
This is a permanent full-time contract.
The successful appointment is subject to confirmation of a background check and security clearance.
Staff recruited locally by the British Embassy in Podgorica are subject to Terms and Conditions of Service according to local Montenegro employment law.
* Please note Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C2 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarize information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”. We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.
This opportunity is closed to applications.
