View Vacancy - Personal Assistant to the Deputy Head of Mission and Defence Attaché (11/17 ADD)

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 (Policy & Political roles)
Private Office

Main purpose of job:

Working for the Deputy Head of Mission and the Defence Attaché as PA is an interesting and varied role, with the opportunity to gain valuable experience of UK policy and also gain insight into the work of the British Government in Ethiopia and wider region.

This position will give you the opportunity to demonstrate your excellent organisational and interpersonal skills as it is a fast paced role, so flexibility and an ability to prioritise are key.  The successful candidate will have excellent ICT skills, fluent English and be able to work unsupervised.  Long hours are sometimes required, for which the jobholder will be compensated. 

The British Embassy employs around 280 Locally Engaged and UK Based officers.  The jobholder will be expected to work closely with all members of the Mission, including colleagues from the Department for International Development (DFID) and the British Council, as well as external agencies.  Teamwork is essential and you may be called upon to cover for other staff or help where required. 

The successful applicant will need to obtain certain security clearances and thus the applicant will need to be a national of the UK, US, Australia, Canada or New Zealand.

 

Roles and responsibilities / what will the jobholder be expected to achieve?:

  • Diary Management for the Deputy Head of Mission (DHM) and the Defence Attaché (DA).
  • Arranging video and teleconferences, including managing the Secview dairy.
  • Draft Note Verbales and letters on behalf of DHM/DA.
  • Assist with the running of Diplomatic Clearances for flights and Ships entering the Horn of Africa.
  • Organise meetings and ensure the DHM and DA have the necessary papers for meetings, commissioning work from colleagues in the embassy as required.
  • Take minutes at embassy meetings and cascading them to relevant staff.
  • Maintain effective electronic and paper filing systems, including scanning and filing documents.
  • Register documents on behalf of DHM.
  • Cascade information on behalf of DHM/DA to internal and external colleagues.
  • Update the contacts database.
  • Forecast and monitoring expenditure on DHM’s yearly travel and entertainment budget, including obtaining and accounting for cash advances.
  • Assist the DHM in ensuring the monthly checks are carried out on time and also other quarterly checks/meetings take place to schedule.
  • Maintain the Mission Forward Visits schedule.
  • Liaise with Embassy Protocol Officers and other relevant embassy departments to ensure procedures are followed.
  • Book flights and accommodation.
  • Providing administrative support for updating documents such as the Crisis Management Plan, and follow-up actions especially relating to the corporate agenda.
  • Ensure that DHM and DA have valid visas, advances and documents for overseas visits.
  • Arrange and assisting with visit programmes.
  • Liaise with DHM and DA staff as required for representational events and contribute to the organisation of embassy led events as needed.
  • Ad hoc requests from DHM/DA and other members of Chancery as required.
  • Covering for PA HMA and Private Secretary as required.
  • The successful applicant will need to obtain certain security clearances and thus the applicant will need to be a national of the UK, US, Australia, Canada or New Zealand.
  • PA experience.
  • ICT Skills, including PowerPoint, Word, Excel, Access and Outlook.
  • Communication and organisational.
  • Team player.
  • Self-starter/Self-motivated
  • Customer focus.
29 June 2017
Administrative Officer (AO)
Permanent
36
Africa
Ethiopia
Addis Ababa
British Embassy
1
ETB 15, 202 gross plus Special Skills Allowance of ETB 26, 152
28 August 2017

Normal working hours are 08:00 - 16:45 Monday to Thursday and 8:00 – 13:00 on Fridays.  The successful applicant will occasionallyhave to work extended hours.

Resources managed (staff and expenditure):

DHM’s travel and entertainment budget and a Government Procurement Card.

  • All applicants must be legally able to work in Ethiopia with the correct visa/status or work permit.
  • The British Embassy in Addis Ababa is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.
  • Employees recruited locally by the British Embassy in Addis Ababa are subject to Terms and Conditions of Service according to local employment law in Ethiopia.
  • Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of diplomats will have their salaries abated by an equivalent amount.
  • Reference checking and security clearances will be conducted.
  • If you have not heard from us 3 weeks after the closing date, please consider your application unsuccessful. Any questions you may have about this position will only be answered during interview, should you be invited.

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.