View Vacancy - AUH - Visits Officer B3(L)

The British Embassy Abu Dhabi has a vacancy for a Visits Officer under the Political Section.

The jobholder will have primary responsibility for designing and delivering all logistics around visits to the UAE. Working from the Embassy in Abu Dhabi, the jobholder will support delivery of visits of British ministers, senior officials, members of the Royal family, and other VIPs to the UAE.

Working closely with the Ambassador, Deputy Head of Mission (DHM), Political Section, Corporate Services (CS) Section, and colleagues in both Abu Dhabi and Dubai Embassies, as well as Government Departments in the UK, the jobholder will need to engage confidently and effectively with people at all levels, including key contacts within the UAE Government. Excellent problem solving and judgement skills, a keen eye for detail and the ability to deliver results quickly, including under pressure, are essential, as the jobholder will frequently need to respond to unforeseen obstacles, including last minute changes to visit programmes.

This role also offers the opportunity to be involved in some areas of Political Section policy work, in support of the team. The jobholder will support delivery against a number of policy objectives, responding to tasking and providing updates to London. The jobholder will also be responsible for administrating the UAE Leadership meeting, taking minutes and co-ordinating materials and papers.

The jobholder will line manage a Chancery Support Officer (job grade A2(L)) and will co-ordinate the Political Section’s information management.

Duties and responsibilities:

– Visits management (60%): Logistics lead for VIP visits and coordination of ministerial programmes, specifically:

• Coordination of high-impact visit programmes (in consultation with a wide range of stakeholders);
• Management of logistics and protocol arrangements around visits;
• Liaison with the Emirati Ministry of Foreign Affairs and other government departments to secure host invitation letters, set up meetings, and agree protocol and security arrangements;
• Communicate visit programmes, including keeping Ambassador’s and Deputy Head of Mission’s office informed of visits arrangements;
• Liaison with other Embassy teams regarding visits arrangements, particularly Security, Government Relations Officers, and Transport team;
• Monitor and improve Embassy visit policy, liaising with and agreeing our assistance with London Protocol Department.

– Policy (30%): Supporting the Political Section on a limited portfolio of issues and policy-related duties, e.g. acting as Leadership Meeting Secretary:

• Lead on administration of fortnightly Leadership AD/ Dubai Video Conference. Agree agenda, maintain ‘Forward Look’ calendar, record and issue minutes.
• Support to Second Secretary on UAE internal policy including political round up reporting.
• Collation instructions from London, including lobbying requests, communications campaigns, event invitations.

– Information management (10%) - Coordinate the Section’s timely response to information requests from organisations and the public under the Freedom of Information Act and Data Protection Act. Responsibility for overall Embassy Information Management handling and best practice as Information Management Officer.

Key competencies required:

• Collaborating and Partnering - Creating and maintaining positive, professional, and trusting working relationships with a wide range of people within and outside the organisation to help get business done. Working collaboratively, sharing information and building supportive, responsive relationships with colleagues and stakeholders, whilst having the confidence to challenge assumptions.
• Making Effective Decisions - Being objective; using sound judgement, evidence, and knowledge to provide accurate, expert and professional advice and evaluating options before arriving at well-reasoned justifiable decisions. Creating evidence based strategies, evaluating options, impacts, risks and solutions; aiming to maximise return while minimising risk and balancing social, political, financial, economic and environmental considerations to provide sustainable outcomes.
• 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, and providing the focus and energy to drive activities forward through others and encourage staff to perform effectively during challenging and changing times.
• Leading and Communicating - Leading from the front and communicating with clarity, conviction, and enthusiasm, and managing and engaging with people with honesty and integrity. Managing and engaging with people with honesty and integrity, and upholding the reputation of the organisation.

• Demonstrated ability to gather, analyse, and report on information related to political and foreign policy issues
• Demonstrate advanced ability to communicate fluently, effectively, and persuasively in English (both orally and in writing)
• High-level organisational and coordination skills, including the ability to prioritise, meet deadlines, proactively identify and resolve potential problems
• Strong interpersonal skills and proven ability to work both autonomously and in a team, and to work effectively with clients, including at senior levels