View Vacancy - SRR - Executive Assistant to the Defence Attaché B3(L)

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.
Other British Government Departments (Partners across Government, including UK Visas)
MOD (Ministry of Defence)

The British Embassy Riyadh has a vacancy for an Executive Assistant to the Defence Attaché (EA to the DA).

As the Executive Assistant, you will provide secretarial, administrative, and organisational support to the Defence Attaché (DA) within the Defence Section at the British Embassy Riyadh. The position reports under line management to the Deputy Defence Attaché.


Duties and responsibilities:

  • Responsible for the DA’s schedule, diary, inbox management and travel arrangements.
  • Proactively manage DA’s meetings to include the preparation of relevant briefs and reading material.
  • Liaise with a wide range of departments within the British Embassy’s Saudi Arabia Network. Develop and maintain links with ensure awareness of wider Embassy activity.
  • Build relationships with a wide range of military-related contacts in Saudi Arabia, meeting and greeting visitors of all seniority. Arrange refreshments for meetings as required.
  • Manage Defence’s KSA Engagement Matrix – including HLIE, the DA community, UK military in KSA/ UK and Saudi Protocol Networks.
  • Liaise with outer offices of senior UK Ministry of Defence (MoD) personnel to maintain KSA links to relevant UK senior military leadership.
  • Support Senior Military visits including arranging meetings and visit logistics, liaising with the Deputy DA to produce requisite official paperwork and visit documentation.
  • Where appropriate, attend DA’s senior meetings and take notes and produce records.
  • Liaise with Senior British Embassy Management team and PAs to organise and communicate the Embassy meeting calendar for larger Network meetings, e.g., Post Management Board, Post Delivery Board, Project Board, all staff meetings and Crisis Committee.
  • Manage the DA and Section’s official correspondence; logging, noting time constraints and drafting replies.
  • Where appropriate, assist in the drafting of routine correspondence for the DA.
  • Coordinate with the Residence and Events Manager to ensure receptions, meetings, and events are well planned and delivered efficiently.
  • Develop a key network of contacts throughout the Diplomatic Community and Host Nation to facilitate DA’s work.
  • Provide the Section AO2 with support in preparing business cases to senior visits and hosting.
  • Maintain registers, diaries, and databases. In particular be the subject matter expert (SME) for the Section’s on-line filing system.
  • Auxiliary support to the Defence Section as part of its work to the Crisis Committee.
  • Take minutes of DA’s routine meetings and distribute as required.
  • Run leave chart for the DA and coordinate with other Defence Section members.
  • When appropriate, support the Deputy DA when he/she is standing in for the DA.
  • Where appropriate, take part and assist in duties for the wider Embassy, including participating in the Embassy’s emergency planning and any other response to a crisis affecting UK citizens.

Key competencies required:

  • Delivering at Pace - Focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. Working to agreed goals and activities and dealing with challenges in a responsive and constructive way. Keeping a firm focus on priorities and addressing performance issues resolutely, fairly, and promptly.
  • Managing Effective Decisions - Using sound judgement, evidence and knowledge to arrive at accurate, expert and professional decisions and advice. Being careful and thoughtful about the use and protection of government and public information to ensure it is handled securely and with care.
  • Leading and Communicating - Showing pride and passion for public service, leading from the front and communicating with clarity, conviction, integrity and enthusiasm. Managing and engaging with people in a straightforward, truthful and candid way, and upholding the reputation of the organisation.
  • Engaging Internationally - Leading internationally, engaging our staff, contacts and international partners to help deliver UK government objectives, while demonstrating our values and serving the public. Understanding UK government aims in the wider UK and international context and developing productive relationships with those external contacts and partners to help deliver UK objectives. Being aware of cultural sensitivities in their area of responsibility and valuing and modelling professional excellence and expertise.
  • Demonstrating Resilience - Contributing to a culture of support whilst promoting a proper regard for employee safety, health and well-being. Helping our people to build resilience in international roles, supporting their ability to adapt to working in difficult and varied international environments; to learn from what has not worked as well as what has; and to bounce back from crises and setbacks in these contexts. Being aware of the impact they have on themselves and on others; inspire, empower and show support for others with a pragmatic attitude, perseverance and resolve.
  • Minimum of three (3) years’ experience as a Personal/ Executive Assistant
  • Excellent English Language skills, both written and spoken and holder of a suitable B1 Level or higher qualification. Able to express ideas and messages clearly and concisely. Accurate typing and proofreading skills.
  • Ability to prioritise own workload and meet deadlines, without compromising the quality of the work
  • Excellent planning and organisational skills
  • Ability to work closely with senior staff and their contacts
  • Being a strong team player
  • Ability to maintain a range of contacts to build effective working relationships
  • Demonstrates courtesy and consideration in dealing with telephone callers and others
  • Proficiency in Microsoft Office tools, particularly Outlook, Word, Excel, PowerPoint, and Teams.
  • Arabic language skills.
  • Working knowledge of UK Military (to include ranks, service, etc.).
  • Working knowledge of Defence-related matters.
19 June 2021
Executive Officer (EO)
Full-time, Fixed term, with possibility of renewal
35
Middle East & North Africa
Saudi Arabia
Riyadh
British Embassy
1
SAR
11,097.26
1 August 2021

Eligibility:

The successful applicant will be required to obtain the necessary security clearance. Higher clearances can be granted only to certain nationalities. For this reason, candidates must be of British, American, Australian, Canadian, or New Zealand nationality in order to gain the level of clearance required.

The position is available to current holders of valid Saudi residence permits or transferable iqamas. The successful candidate will be required to transfer their sponsorship to the British Embassy.


Working hours and remuneration:

The Embassy aims to offer an attractive working environment and remuneration package for this role.

Salary details:

  • Base Salary including Eid bonus - SAR 8,557.81
  • Housing Allowance - SAR 2,139.45 (subject to eligibility)*
  • Travel Allowance - SAR 400 (subject to eligibility)*

*Allowances are not payable to staff who receive official provision for such expenditure in some other form.

No accommodation and relocation expenses are payable in connection with this position.

 

Normal working hours for the Embassy are 08.00 to 15.00 Sunday to Thursday. This position is full-time, based on 35 hours per week.

The jobholder should also be flexible in their approach to hours worked as these will also be dictated by operational needs and may involve working out of hours (evening and weekend), especially during events and visits. In addition, due to the high turnover of the workload within the Defence Section, there may be a minor element of pre-authorised out of hours work to assist the DA with short notice issues, though this should be exceptional rather the norm.

 

The successful candidate will be subject to a 90-day probationary period.

How to apply:

Interested candidates must attach 1) an updated Curriculum Vitae (CV) and 2) a covering letter stating how you meet the requirements of the role.

Your application must also include examples of when you have demonstrated the required competencies in the Competence-Based Questions section of the online application form.

Applications that do not include these information will not be considered. 

The closing date for applications is at 23:55 KSA local time on 19 June 2021.

Applications received after the stated deadline will not be considered.

 

Due to the large number of applications we receive, only those shortlisted for the next step in the recruitment process will be contacted.

The start date mentioned in the advert is an assumed 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, medical clearance and reference checks.

 

 

The British Embassy Riyadh is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy is subject to Terms and Conditions of Service according to local Saudi Arabia employment law.

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.