View Vacancy - PA to the Deputy High Commissioner

Main purpose of job:

An opportunity to work in a busy, varied, high-profile job at the centre of one of the biggest foreign missions in Pakistan. You will support the Deputy High Commissioner in his responsibility for a number of key policy, service, internal management and communications issues, and frequently deputises for the High Commissioner.

The Deputy High Commissioner will depend on you to ensure his efforts are as effective of possible. You will provide a mixture of strategic support, effective administration, diary management, a central point of contact in and out of the mission. You will provide cover for the High Commissioner’s two staff, and be a strong team player in the Private Office.

In practice, you will be required to manage the DHC’s diary, ensuring internal and external appointments are well planned and the DHC’s time is managed effectively. This involves close liaison with all sections of the High Commission, with senior Pakistani figures and their officers, and with the security team. The PA will have to actively manage the DHC’s inbox, ensuring emails are actioned appropriately and in a timely fashion. The PA is often the focal point for a number of projects on which the DHC leads or is involved.  He or she will have to deal efficiently with the large quantity of correspondence (on paper and electronically) which crosses the DHC’s desk. There is also some administration of the DHC’s budgets.

Roles and Responsibilities:

· The successful candidate will need to be well organised, to be able to deal politely firmly and effectively with senior Pakistani contacts and colleagues, to be absolutely trustworthy and discrete.

· S/he will need to be persistent, pay attention to details and be creative in solving day-to-day problems (e.g. in sorting diary issues).

· The PA needs to be good team player, supporting colleagues in Private Office and wider High Commission to achieve their objective with involvement from the DHC.

· S/he will need the motivation to develop a basic understanding of the overall objectives of the High Commission and of its constituent teams.

· Good typing skills and experience in using MS 2007 Office suite is essential.

· Managing Diary: Includes liaison with mission staff, external contacts, partners and Close Protection team. Ensuring the DHC is adequately prepared for meetings.

· Manage the DHC’s inbox and the paper flow in and out of his office, prioritising, flagging urgent issues, ensuring efficient turnaround of papers and that work is dealt with promptly and by the most appropriate person.

· Administration: Dealing with correspondence, letters and faxes.

· Organising Events for DHC: Including managing the guest list, invitations and responses. Liaison with security/club/cook for functions.

· Provide Administrative support for the annual Queen’s Birthday Party planning committee and take a lead role in planning and organising the Islamabad event. 

· Secretary to Post Security Committee, including minuting the meetings.

· Budgets: Monitor expenditure for travel and entertainment budgets

Cover for other members of Private Office staff and be flexible on tasks assigned. Also advise and support the Private Office Assistant

Essential on arrival:

Excellent communication skills in English

Strong interpersonal and communication skills

Strong organisational skills and attention to detail

Ability to be discreet

Good computer skills including  Knowledge of Microsoft applications eg Excel/Word/Outlook

Ability to deal politely and effectively with colleagues and contacts outside the mission

Should be a team player and able to support colleagues

Language requirements:  

Language: English 

Level of language required: Fluent