View Vacancy - Her Majesty’s Ambassador’s (HMA) Office Manager

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)
Political

TheBritish Embassy in Rabat is seeking a hard working team player to take up the position of Her Majesty’s Ambassador’s (HMA) Office Manager grade B3 (L).

Main purpose of the job:

The UK’s diplomatic network in Morocco numbers 100 people with representatives from eight different British Government departments.

This is a very full Office Manager role, with a full-range of responsibilities, including leading on liaising with senior Government interlocutors; leadership of the local PA network; and strategic planning of the Ambassador and Deputy Ambassador’s diaries. 

The jobholder will need to be a self-starter, capable of making decisions on behalf of the Ambassador, who travels frequently, and be content to work independently of instruction, using their own initiative.

The jobholder needs to be comfortable and competent at managing the competing demands placed on this high profile job, both internally within the Embassy and outside with the business, government, media and NGO communities.

The jobholder needs to liaise closely with the Residence Manager and Embassy Engagement Officer to ensure that the Ambassador’s diary is carefully coordinated for events at the Residence.

Main duties and responsibilities:

  • Lead on the management of the Ambassador’s office and provide business support to the Ambassador (HMA) with little supervision, particularly during frequent periods when HMA is travelling, out of the office or on or leave and making decisions accordingly.
  • Manage HMA’s diary: secure appointments, plan and schedule meetings, teleconferences and travel. Advise on appropriate timings for the above using judgement of impact and efficiency of time. Take initiative and make decisions when necessary to adjust HMA’s schedule in the light of events and in consultation with Embassy colleagues.
  • Commission work on HMA’s behalf across the Embassy, providing clear tasking and using management skills to decide who should be tasked, and monitoring progress against agreed guidelines and deadlines. Ensure efficient communication between relevant teams within the network to foster a sense of teamwork and collaboration.
  • Act as Protocol Coordinator for the Ambassador, using knowledge and judgement of when and how to contact very senior political and business figures on HMA’s behalf and using inter-personal skills to achieve objectives on behalf of HMA, e.g. following up on sponsorship pledges or seeking a meeting.
  • Work autonomously to advise, coordinate and problem-solve in relation to the organisation of high-level visits (e.g. ministerial and other VVIP). Lead on liaising with Moroccan Protocol and coordinating of visit programme with other teams. Use of persuasion skills to secure appointments for visitors.
  • Support the Residence Manager and Events Officer organising official receptions, working meals and other functions.
  • Coach new local members of staff and UK-based staff on the senior Moroccan political system and how to navigate it. Provide regular feedback to others and invite enquiries from colleagues. Contribute to the Embassy’s L&D initiatives by sharing knowledge, e.g. on Royal Protocol, liaison with the MFA or general staff welfare issues.
  • Research and prepare documents for HMA in response to tasking or at own initiative.
  • Act as first point of contact for HMA for very senior external contacts, using personal discernment to determine priority contacts, manage external contacts’ expectations and manage initial interactions with HMA. Use tact in handling very demanding and often unsatisfied contacts who are contacting HMA to complain about visa applications. Meet and greet visitors to the Embassy for HMA at all levels of seniority.
  • Monitor effectiveness of other parts of the mission in serving the needs of HMA and suggest to teams and to HMA ways in which this could be improved.
  • Develop and maintain knowledge of FCO central policy affecting the work of a HoM PA and employ best practice accordingly, including on issues such as data protection, protocol, resourcing, HR policy, confidentiality etc.
  • Draft in English and French a range of official correspondence such as letters and Notes Verbales (NVs). Carry out quality control of other staff members’ drafts before passing to HMA for signature. Carry out unofficial translations of documents from English to French and vice versa.
  • Read and screen incoming correspondence and reports. Make preliminary assessment of the documents received and organise/prioritise accordingly.
  • Use inter-personal skills and personal judgement to negotiate favourable terms and pricing agreements with resorts, hotels and other suppliers for service at special events, making significant annual cost savings.
  • Be responsible for maintaining and updating HMA’s contacts list, devise methods for quick data retrieval. Create and manage effective filing systems and information management for HMA’s purposes.
  • Provide support to Chancery team on drafting, contacts, visit programmes and related tasks when required.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required. The job description may be reviewed to meet changes in business needs. 

Key Competences:

  • Managing a Quality Service: Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. People who are effective plan, organise and manage their time and activities to deliver a high quality and efficient service, applying programme and project management approaches to support service delivery. 
  • Collaborating and Partnering: People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done.
  • Making Effective Decisions: Effectiveness in this area is about being objective; using sound judgment, evidence and knowledge to provide accurate, expert and professional advice. It means showing clarity of thought, setting priorities, analysing and using evidence to evaluate options before arriving at well-reasoned justifiable decisions.
  • Delivering at Pace: Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. It’s about working to agreed goals and activities and dealing with challenges in a responsive and constructive way. 
  • Minimum 2 years' experience in Office Management.
  • Excellent communication skills in English, French and Arabic both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
  • Proven record of organisational ability. Ability to prioritise own workload and meet deadlines, without compromising the quality of the work.
  • Demonstrates courtesy and consideration in dealing with stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
  • Collaborative approach to colleagues and stakeholder partnerships. Excellent interpersonal skills and ability to develop and maintain a range of contacts and to build effective working relationships.
  • Ability to deal confidently and effectively with stakeholders up to the highest levels, and all members of an organisation.
  • Has initiative, adaptable and the ability to work flexibly both in a small team and individually with autonomy, and able to adapt to new ways of working.
  • Very good level of IT skills and literacy in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).
23 June 2021
Executive Officer (EO)
Full-time, Permanent
38
Middle East & North Africa
Morocco
Rabat
British Embassy
1
MAD
23,446
1 August 2021

The Embassy aims to offer an attractive working environment and remuneration package for this role, including a non negotiable gross salary of MAD 23,446 per month, inclusive of all allowances. However, 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. 

The package includes a good level of medical insurance, 21 days of annual leave per annum (on pro rata basis) plus 14 public holidays, access to on-site swimming pool, tennis court and gym facilities.

There are no other allowances payable as part of this package. No accommodation and relocation expenses are payable in connection with this position.

The contract will be for a full-time employment, on a permanent basis subject to 6 month’s probation period.

Conditioned working hours for the position are 38 hours per week Monday to Friday. Normal office hours (Mon-Thu 0800-1615, Fri 0800-1300). The Embassy encourages flexible working subject to operational need and line manager’s approval. Independent working will be tested as a competence in interviews.

The Embassy has a strong commitment to learning and development and all staff are required to agree a learning and development plan with their line manager.

Eligibility:

Applicants must have a right to work and live in Morocco.

How to Apply:

Interested candidates must attach the following documents in English when applying online:

  1. A covering letter
  2. An updated Curriculum Vitae (CV) and completed online application form.

** (Your application must include examples of when you have demonstrated the competencies outlined above in the cover letter or motivation section in the application form. Applications that do not include this information will be rejected).

All applications must be received before 23:55 (Local Time) on 23 June 2021.

Please note that incomplete applications or applications received after the stated deadline will not be taken into consideration.

Due to the large amount of applications we receive only those shortlisted for assessment/interview will be contacted.

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.

Personal data collected will be treated in strictest confidence under the terms of the UK Data Protection Act and used for recruitment purposes only.

 

The British Embassy 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 Morocco 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.