View Vacancy - MNL - Assistant to the Defence Attaché, EO

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)
Technology, Information and Digital Transformation

The British Embassy Manila is a large diplomatic mission delivering a dynamic and rapidly expanding programme of activity in support of the UK’s objectives on prosperity, security and consular matters. The Embassy is a modern, diverse and inclusive employer where everyone contributes to the Embassy’s WORC Values of Wellbeing, Opportunity, Respect and Collaboration.

Main Purpose of the Job:

As part of the 2021 Global Britain Integrated Review which elevated the importance of UK defence policy in the Indo Pacific, UK Ministry of Defence (MOD) has reopened a Defence Section in British Embassy Manila. The Defence Section is responsible for: creating and strengthening key relationships with the Armed Forces of the Philippines (AFP); building defence capability through provision of MOD International Defence Training (IDT) to AFP personnel; identifying defence sales opportunities; and supporting His Majesty’s Ambassador and the British Embassy in all aspects of Defence Engagement (DE) and public diplomacy, including High Level and Senior Level International Engagement (HLIE/SLIE) visits between the Philippines and UK. 

The Assistant Defence Attaché (ADA) is responsible for the overall administrative management of the Defence Section to support the British Defence Attaché (DA) in delivery of military advice, handling of jurisdictional issues, and promotion of DE and IDT between the UK miltiary and the AFP. In a small team of 3 (DA, ADA and Driver) the Assistant is pivotal in embedding Defence Section processes and in establishing relationships within the Embassy. 

Routinely, the ADA assures all administrative processes linked to the activity of the Defence Section as well as line management of the Driver. This includes but is not confined to: diary management; budget management and spreadsheet returns including costing submissions and predictions; drafting of diplomatic notes to secure meetings; office call preparation and note-taking; compiling programmes for VIP and military visitors and briefing pack preparation; coordination of administration for military training activity between UK and AFP; overflight submissions; and all logistic and travel arrangements. 

The ADA has to be comfortable with interacting inside and outside the Embassy, at senior level, and will have clear and concise communication skills alongside an ability to use initiative and solve problems. The ADA may have to handle sensitive and technical military information. The ADA will need to be comfortable in handling budgetary information and databases, and be able to work on their own initiative. Ideally, but not essential, they will have previous experience in the military environment and will possess a high level of discretion and diplomacy. 

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

1. Office Management 

  • All aspects of general administration for the Defence Section, day to day administrative support (programme management, travel), liaison with Embassy Corporate Services and management of the official vehicle, equipment inventory and classified documents;
  • Conduct regular compliance checks in accordance with MOD regulations;
  • Process all paperwork including visas for all inward and outward visits/courses to include liaison with UK and AFP;
  • Draft emails/letters/diplomatic notes to stakeholders for the DA, working without direct supervision;
  • Maintain an accurate electronic diary, to include all the co-ordination and planning details for remote access;
  • Design and coordinate input into the Defence Section travel programmes within the Philippines and the ASEAN region, including return official visits to the UK;
  • Coordination of bids and obtaining of formal Host Nation diplomatic clearance for visits by RN ships, Royal Air Force (RAF) aircraft and, where required, UK exercises in-country.  
  • Provide in-country support to all UK MOD visitors.
  • Line management of an S2 Driver, including drafting appraisals in consultation with the DA,  discipline, working hours and overseeing allowances.

2. Budget Management

  • The accurate management, maintenance and control of delegated MOD budgets.
  • Management, planning, control and reporting of financial expenditure on behalf of the DA in line with MOD policy and direction, to include specialist advice to the DA as required.
  • Day-to-day administration and processing of MOD Operating and Defence Assistance Fund(South) budgets.
  • Advise the DA on budget management and spending activity, producing the MOD/FCDO mandated monthly financial returns and a forecast of outturn set against actual spend.

3. International Defence Training  

  • Delegated responsibility for planning, coordination, budgeting and timely implementation of bilateral (and on occasion, regional) training activity through the UK MOD ESCAPADE IT planning and scheduling system.
  • Be prepared to liaise directly with UK and AFP across rank levels to assure that appropriate training is delivered.

4. Defence Engagement

  • Coordinating logistics for visits, training, conferences, including Royal Navy (RN) ship visits.
  • Assisting the DA in building a database of key stakeholders and relationships to facilitate DE opportunities and meetings.
  • Work with British Embassy Communications team to identify opportunities for promotion of Defence Section activity/IDT, including drafting of short articles on MOD-AFP cooperation for social media outlets.

5. Secondary Duties

  • As required, provide Defence Section representation on Embassy Post Management Committees; undertake crisis appointment as per the Embassy Crisis Plan.

Resources managed (staff and expenditure):

  • Delegated budget authority for up to £100 000pa
  • Line management authority for one person. 

Essential on Arrival:

  • Potential to pass a Security Vetting check (no previous Police Convictions)
  • Ability to use Microsoft 365 tools

Desirable:

  • Flexibility to travel
  • Previous military experience, or experience within AFP MOD.
Changing and Improving, Making Effective Decisions, Delivering at Pace, Leadership, Communicating and Influencing, Working Together
6 June 2023
Executive Officer (EO)
Full-time, Fixed term, with possibility of renewal
36
Asia Pacific
Philippines
Manila
British Embassy
1
PHP
55,580.49
7 August 2023

Benefits:

The British Embassy Manila offers the following:

  • A competitive compensation package
  • 36-hour work week
  • Guaranteed 13th and 14th month pay
  • 20 days paid annual leave (calculated on Pro-rata basis if joined after 1 January)
  • Extensive medical insurance
  • Life insurance
  • Access to a guaranteed 5 days of learning opportunities a year. 

Learning and Development Opportunities:

MOD Defence Section Support Staff training package (London or region) 

The British Embassy is committed to being a learning and development organisation and encourages all staff to pursue continued learning and development in the workplace. We offer a supportive and friendly working environment where staff work to the values of: integrity, honesty, objectivity and impartiality. Everyone is encouraged to take responsibility, be innovative and work together.

Working Patterns:

    Some flexibility on daily start/finish times; alignment permitted with British Embassy Manila WFH patterns.

    Other Information:

    Employment offers are subject to successful clearance of pre-employment checks. Staff recruited locally by the British Embassy Manila is subject to Terms and Conditions of Service according to local Philippine employment law.

    No accommodation or relocation expenses are payable in connection with this position. All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit. Any costs related to obtaining or renewing permits and visas are the responsibility of the successful applicant.

    Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.

    Candidates are expected to have a valid NBI Clearance.

    Please note that your application must be submitted before 23:55 on the day mentioned in the above field "Application deadline."

    Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

    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.  Applicants called for an interview will be assessed on the core behaviours listed above.

    All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.
     
    Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’.  If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

    For inclusivity and diversity, please remove the following personal information when uploading your CV: name, address, email address, age, date of birth, gender, and nationality.

    The start date mentioned in the job 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.

    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.