View Vacancy - JOA - Chief of Staff and Executive Assistant to His Majesty’s Ambassador (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 (Policy & Political roles)
Private Office

The British Embassy Amman has a vacancy for a Chief of Staff and Executive Assistant to His Majesty’s Ambassador (HMA).

Main purpose of the job:

Effective management of the Ambassador’s office, schedule, travel, contacts and day-to-day operations to reflect her priorities.  Requires strong organisation, teamwork, people-management and diplomatic skills, an eye for detail and ability to anticipate events, combined with a strong knowledge of the Jordanian political scene, relevant UK policies, and overall functioning of the Embassy. The ability to build excellent personal relationships, internally and externally, and to use these effectively to deliver in line with UK objectives is key. A professional, can-do, customer-focused approach, flexibility, resilience and enthusiasm are also vital. 

 

Duties and responsibilities:

Chief of Staff

You will be the primary point of contact for the Ambassador, both internally and externally, including dealing with high-level external stakeholders (e.g. government, political, civil society, business, diplomatic) on her behalf to schedule meetings, organise visits and events, share documents and handle a wide range of requests.

Internally, you will liaise with all sections of the Embassy and the Ambassador’s Residence to ensure efficient and effective co-ordination and ensure that the Ambassador’s schedule reflects her and UK government priorities: organising meetings, field visits, and events; and ensuring that the Ambassador is provided with relevant briefings, speeches, and media/communication plans in good time and to a high standard to meet her operational needs.  You will support the Ambassador and Deputy Head of Mission in preparing internal communications and take notes at internal meetings.

In order to do this, you will need to develop a good understanding of the Ambassador’s priorities, preferences and requirements, and be able to develop and maintain excellent working relationships with her and with key stakeholders, building trust and maintaining strong communications. You will need to be mindful of the need to project a positive and professional image on behalf of the Ambassador and Embassy at all times.

Executive Assistant to the Ambassador

You will be responsible for managing the Ambassador’s diary, booking appointments, meetings and visits with a wide range of internal and external stakeholders. You will need to ensure that all engagements are organised effectively, including liaising with drivers, the security team and staff at the Ambassador’s Residence and making travel arrangements as necessary. HMA keeps a busy schedule and it is critical that in organising meetings you support effective time management.

You will provide the Ambassador with all the administrative support she requires,. You will prepare and process the Ambassador’s formal correspondence as required. You will profile and monitor spending of the Ambassador’s travel budget.  You will be expected to maintain and develop effective systems and processes to run the Ambassador’s office effectively, including a database of the Ambassador’s external contacts. You will need to be flexible and willing to take on other duties as required.

You will report directly to the Ambassador, and will oversee the running of the Ambassador’s Office.

You will be encouraged to pursue your own learning and development while in the job and wlil be able to access a range of on the job opportunities, as well as training and other forms of learning and development where appropriate. There are also opportunities to get involved in other Embassy activities, both professionally and socially. 

Resource managed:

In managing the Ambassador’s Office, you will also line manage her Driver. You will work with the Driver to make sure the Ambassador is able to arrive on time and at the right location with the right contacts aware of her arrival. You may be expected to take on additional supervisory or line management responsibilities, subject to requirements.

 

Key behaviours required:

  • Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others. 
  • Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
  • Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
  • Delivering at Pace - Taking responsibility for delivering timely and quality results with focus and drive.

 

Eligibility:

If you are selected for this position, we will be able to employ you as long as:

  • You have the right to live and work in Jordan; and
  • You receive the appropriate level of security clearance.
  • Excellent inter-personal and communication skills in English and Arabic
  • Minimum 3 years’ experience working in a similar role i.e. CEO, Minister
  • Customer service experience, strong customer focus, attention to detail and effective delivery
  • Excellent organisational, financial and project management skills
  • Ability to deliver competing priorities, including prioritising and delegating appropriately
  • Ability to use Microsoft Office, PowerPoint and Excel
  • Experience in problem solving
  • Experience of working in an international or multi-cultural environment
  • Experience of managing staff
  • Knowledge of/interest in the UK, politics and international relations
Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
4 June 2023
Executive Officer (EO)
Full-time, Permanent
37
Middle East & North Africa
Jordan
Amman
British Embassy
1
JOD
1,702
10 July 2023

The Embassy aims to offer an attractive working environment and remuneration package for this role, including a non-negotiable gross salary of JOD 1,702 per month based on a 37 hours per week.

Salary will be paid gross and you are expected to comply with your tax obligations through completion of a tax return to the local authorities. If exceptionally you are not liable to pay Jordanian tax, you will receive a net salary, which is minus the deduction of an equivalent level of local tax. Further information on this will be provided at interview if necessary.

This role is for a full-time employment, on a permanent contract basis. The successful candidate will be subject to a 90-days probationary period (as appropriate). The appointment is subject to satisfactory local and UK security clearances. The selected candidate must have a right to live and work in Jordan.


Normal working hours at the Embassy are from 08:00-15:30 from Sunday to Wednesday and from 08:00-15:00 on Thursday. This role requires a presence in the office as standard, and approximation with the Ambassador’s daytime working schedule.

The jobholder also needs to be able to respond to urgent calls out of hours (evening/ weekend) as necessary. Occasional days working from home may be possible and these should be co-ordinated with the Ambassador. The Embassy operates flexible working hours that enable some variation in start and finish times based on operational requirements and agreement with the line manager, and in line with FCDO and Embassy policies. The Embassy supports all staff maintaining an effective work-life balance and wellbeing.

The package includes a good level of health insurance and a friendly, English-speaking work environment. We offer opportunities to develop professional skills through our Learning & Development offer. Leave entitlement is 25 days (on pro rata basis) plus 14 public holidays.

The Embassy follows a 70-20-10 model of learning. Your Line Manager will help you develop a personalised L&D plan and will share opportunities, resources and guidance to ensure you continue your learning and achieve your full potential. You will also be encouraged to undertake developmental training and get involved in BE Amman corporate activities that offer an opportunity for professional development. 

How to apply:

Interested candidates must include in their online application form

1) an updated Curriculum Vitae (CV);

2) a covering letter/ motivation essay stating how you meet the requirements of the role; and

3) specific examples in the relevant sections of the online application form of how you meet the key behaviours and skills required.

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

Applications must be submitted before 23:55 Jordan local time on 04 June 2023.

Applications submitted after the stated deadline will not be considered.

 

Appointable candidates who were unsuccessful at interview may be placed on a ‘reserve list’. If during the reserve period of six (6) months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

The start date mentioned in the advert is a tentative start date pending final agreement of dates with the successful candidate. Any offer of employment will be subject to the candidate achieving and maintaining suitable clearances and reference checks.

The recruitment process, including security clearance, is expected to take around one month. The security clearance process includes checks available in country and in the UK, dependant on the security level required for the role and the candidates profile and UK footprint. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption. 

 

The British Embassy Amman is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy are subject to terms and conditions of service according to local labour 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.