View Vacancy - Executive Assistant to the Ambassador; External Representation Co-ordinator EO (07/23 ABI)

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 (Residence and Support Staff)
Private Office

Main purpose of job:

The British Embassy in Abidjan is growing!

The Embassy in Abidjan is part of the worldwide UK diplomatic network representing British political, economic and consular interests overseas.

This is a fantastic new role that has been created to provide effective and efficient administrative and logistical support to His Majesty’s Ambassador (HMA) at an exciting time for the UK in Côte d’Ivoire.  The jobholder  will be the one of the first ports of call for people engaging with the British Embassy. They will lead on the coordination and management of the Ambassador’s agenda and the Embassy’s external representation, including management of the official Residence, external events, guest lists and related budgets. They will oversee outward-facing service delivery and engagement, including with Ministerial and senior stakeholder offices, customers, visitors and invitees to ensure the UK is projected in an appropriate and professional way. They will also offer telephony and general administration support for the Embassy.

The successful candidate will have good judgement, strong interpersonal skills, tact and discretion, and they will be well-organised with the ability to forward plan and to work well independently. The Embassy offers the opportunity to work in a supportive, empowering, inclusive, English-speaking working environment, as well as a good work-life balance, and a fantastic L&D offer.

Roles and responsibilities:

HMA (or Chargé d’affaires) support (60%)

  • Provide administrative support to HMA across the full range of EA functions, for example managing diaries through effective prioritisation of requests, using political judgement and insight where required; engaging appropriately and correctly with Ministers and senior stakeholders’ offices in both the UK and Côte d’Ivoire; booking internal and external appointments and logistical arrangements (e.g. rooms; protocol; transport; organising and preparing refreshments for HMA and visitors; security; setting up teleconferences and VTCs); and ensuring clear and accessible filing/ records;
  • Arrange logistics for HMA when travelling e.g. booking flights/hotels and transport, deliver effective outcomes though others, including ensuring the correct security and contingency arrangements are in place; protocols observed; commissioning, overseeing and finalising programmes and briefing; ensuring HMA is prepared appropriately, through rigorous forward planning, and spotting and resolving problems in advance.
  • Provide an interface between HMA and the rest of the Embassy e.g. highlighting diary opportunities; ensuring that briefing and speeches are appropriate, well-drafted and prepared in advance of meetings and meet HMA’s needs; communicating HMA availability to staff.
  • Lead on strategic forward planning of HMA activities, Embassy events and incoming and outgoing visits to avoid duplication, and ensuring co-ordination in order to deliver effectively within available resources.
  • Prioritise appropriately the requests for engagement with the Ambassador and the Embassy’s senior leadership team from internal and external stakeholders, applying judgement and discretion to those requests.
  • Ensure transport arrangements in place for HMA. Support the Corporate Services team and Head Driver in providing oversight of the transport team’s service delivery. Cover for the Transport Manager in his/her absence.
  • Ad hoc tasks as required.

Representational space oversight and line management (15%)

  • Collaborate closely with the Residence team to ensure the smooth, procedurally compliant, co-ordinated and safe running of the Ambassador’s home, garden and representational spaces.
  • Ensure the Residence, garden and official events are well-prepared and well-run, and project the UK in an appropriate, quality and professional way.
  • Provide support and oversight for the Residence and Estates teams to ensure an effective rolling programme of maintenance and stocktake is in place for the Residence and for entertainment and representational equipment and supplies.
  • Supportive line management of Residence team and Receptionist/PA/DHM, including through organising workloads, monitoring work flow, delivering effective performance management, and overseeing their training and development, mentoring and coaching where needed.

Overseeing external representation of His Majesty’s Government (15%)

  • Maintain up-to-date and legally compliant contact lists, and lead on the collation and management of appropriate guest lists for official events both large and small. Spot gaps and provide advice and insight on attendees.
  • Coordinate the annual King’s Birthday Party (national day) committee and event (diary appointments; minutes of meetings; ordering kit etc) to ensure an appropriate, positive and value-for-money event.
  • Prepare a range of correspondence including emails, notes verbales and formal Ambassadorial letters, prioritising appropriately and drafting and responding in the correct tone for the correspondent.
  • Oversee the effective and timely management of the British Embassy mailbox.
  • Cover for the receptionist during absences, and for other colleagues when needed.
  • Work with visits leads across Government Departments in the UK and Côte d’Ivoire to help plan and prepare for inward and outward official visits.
  • Other ad hoc tasks as required.
  • Continued personal and professional development.

Resource Management (5%)

  • Manage HMA’s budget, and support Corporate Services colleagues through accurate forecasting of entertainment and representational spend for official events hosted by HMA;
  • Ensure official entertainment supplies are available for representational events hosted by HMA/ DHM, and that appropriate and quality materials e.g. for correspondence and gifts for external engagement are fully stocked, comply with guidance, and provide value for money;
  • Make official purchases using the Government Procurement Card (GPC) and ensure all expenditure accounted for in line with rules.

Corporate (5%)

·       Contribute to the Embassy’s wellbeing and effective functioning (e.g. surprise checks, committee membership, corporate role.)

Resources managed (staff and expenditure):

Line management of Residence Senior Steward, Residence Steward, Residence Steward/Gardener and receptionist/PA/Deputy Ambassador.

HMA budgets including travel and business hospitality

  • 3 years’ experience in a similar role;
  • Excellent organisational and IT skills (including working knowledge of MS office packages Excel; Word, Powerpoint etc);
  • Excellent interpersonal skills and a strong team player;
  • Event delivery/management experience;
  • The ability to respond flexibly and appropriately to competing demands, often at short notice;
  • Experience of working in a fast paced high pressure environment and ability to prioritise appropriately;
  • Discretion and confidentiality;
  • A good eye for detail (events planning; guest lists etc);
  • An understanding of protocol processes, experience in engaging appropriately with high level/senior officials and contacts;
  • Staff management experience;
  • A commitment to continuous development, including the ability to apply new systems as required, and proactively to identify smarter ways of working for the mission;
  • An understanding of Ivorian government personalities, systems and protocols
  • An understanding of the UK and its institutions
  • EA/PA experience
  • Budget management
Seeing the Big Picture, Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
29 March 2023
Executive Officer (EO)
Fixed Term, Fixed term, with possibility of renewal
12 months
Africa
Côte d'Ivoire
Abidjan
British Embassy
XOF 951,463
1 June 2023

Learning and development opportunities (and any specific training courses to be completed):

 

The British Embassy in Abidjan prides itself on its strong learning and development culture. We offer fantastic opportunities to our team, and encourage an environment of continuous development and improvement. We provide on-the-job learning, online courses, formal training, mentoring, and the opportunity to learn from colleagues in the region through shadowing, conference attendance and job swaps. British Embassy colleagues can also bid for resources to undertake professional qualifications that will help them deliver effectively in their job.

 

 

Working patterns:

 

If the job is suitable for flexible working patterns, please provide details:

 

The job is office-based. Occasional working from home will be permitted with the advance agreement of the Ambassador.

 

34 per week:  Monday - Thursday 08:30 – 16:30, and Fri 08:30-14.30. There is an hour lunch break every day except Friday. Evening or weekend work will occasionally be required – Time Off In Lieu is given for those hours.

 

 

 

 

Any other information (or specific local Post requirements):

 

 The British Embassy Abidjan team is growing quickly at the moment, given the UK government’s increasing focus on Côte d’Ivoire. It is a small and friendly team of around 25 colleagues. The embassy comprises trade, political, development, corporate services and consular teams. This role will report to the Ambassador but will work closely with colleagues across the Embassy. The jobholder is a focal point for colleagues and contacts inside and outside the Embassy and it is a pivotal role – enthusiasm, flexibility, organisation and good judgement are essential!

 

  • Please complete the application form in full as the information provided is used during screening.
  • Please check your application carefully before you submit, as no changes can be made once submitted.
  • Employees recruited locally by the British Embassy in Abidjan are subject to Terms and Conditions of Service according to local employment law in Côte d’Ivoire .
  • 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.
  • The responsibility lies on the successful candidate to;
  1. Obtain the relevant permit
  2. Pay fees for the permit
  3. Make arrangements to relocate
  4. Meet the costs to relocation
  • The British Embassy/High Commission does not sponsor visas/work permits 
  • 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.    
  • Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework Please note: AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
  • Reference checking and security clearances will be conducted on successful candidates.
  • The British Embassy will never request any payment or fees to apply for a position
  • Appointable candidates who were unsuccessful may be placed on a ‘reserve list’.  If during the reserve period of 12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
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.