View Vacancy - Personal Assistant and Adviser to HMA / DHM (MNE22.452)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Protocol, Visits and Events

The British Embassy in Podgorica represents  the UK’s Foreign, Commonwealth and Development Office in Montenegro, promoting cooperation and connections between the government and people of  the  two countries. The role of Personal Assistant and Adviser is key to the smooth running of the Embassy.

The jobholder will provide advice and practical support to His Majesty’s Ambassador and Deputy Head of Mission.  The role offers opportunities for personal development and involvement in the work of the wider embassy in line with operational needs and the candidate’s skills and experience.

What will you be expected to achieve?

Personal Assistant and Adviser to His Majesty’s Ambassador (HMA) / Deputy Head of Mission (DHM) (85%)

  • Manage the Ambassador’s diary to ensure maximum value is made of Ambassador’s time. Manage competing requests with careful prioritisation and tact. Ensure low priority work is managed out, at times advising the Ambassador on the activities of particular organisations, and  the background of those she is due to meet. 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.  Ensure synergy across Embassy teams, maximising value from HMA’s time when doing so;
  • Event Management: In liaison with the Embassy’s Communications Officer, oversee delivery of events at the Ambassador’s Residence, ensure the Residence Team is delivering on the Ambassador’s vision.  Management of guest lists for all Ambassador led events and assistance to Embassy colleagues for other events.  Close liaison with the Residence Housekeeper;
  • Outreach: In liaison with the Embassy’s Communications Officer, provide a professional and efficient public face for the Embassy.  Manage the Embassy’s shared mailboxes. Develop links with counterparts in key Ministries, Embassies, International Organisations and other key institutions, partners and organisations;
  • Facilitation:  Accompany Ambassador to meetings  across Montenegro to provide consecutive interpretation and note taking. Summarise reports and documents;
  • Provide advice and background to the Ambassador when required;
  • VIP UK visa related enquires (for high government officials and official delegations, etc.).

Cover for Embassy Communications Officer 5%

  • Provide cover for simple comms tasks in the absence of Embassy Communications Officer, including but not limited to publishing social media posts, and finalising press releases.

Administrative tasks and support to the Corporate Services Team 10%

  • Administrative/procurement tasks: responsible for utilisation of travel budget for HMA and DHM, to act in charge for purchasing travel tickets for HMA and DHM and booking accommodation where required;
  • Maintain incoming/outgoing mail and other relevant registries;
  • Responsible for ensuring own expenditure incurred against FCDO Credit Card (CCC & GPC) is accounted for correctly and conforms to FCDO credit cards policies;
  • Responsible for collecting data for Cost of Living Addition (COLA) survey;
  • Responsible for updating Post Hub information.
  • Fluency at C1 level in English and Montenegrin, according to CEFR Framework(*);
  • At least 2 years’ experience dealing with international organisations/business in a similar role;
  • Excellent communication and interpersonal skills;
  • Proficient use of MS Office, particularly Excel;
  • The ability to work confidently and in close partnership with internal and external stakeholders;
  • The ability to take personal responsibility for operational delivery, learn new skills and flexible resources, tasks and activity according to ever-changing demands;
  • 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.

  • Previous experience in a high paced environment;
  • Familiarity with the structures of Montenegro’s government.
Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
11 October 2022
Administrative Officer (AO)
Full-time, Permanent
40
Europe, Eastern Europe & Central Asia
Montenegro
Podgorica
British Embassy
1
EUR
1,972.11 (Gross monthly)
14 November 2022

This is a full-time permanent 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.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Montenegro and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

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 Embassy 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.

*Please refer to the “Common European Framework of Reference for Languages”. We are looking for a C1 level or equivalent. 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 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.

This opportunity is closed to applications.