View Vacancy - Executive Assistant to Counsellor for Foreign Policy, Security and Migration (FRA20.253)
Due to COVID-19, you may experience some delay in the progress of this recruitment campaign. We are working hard to minimise any disruption. You may find more information in the Additional Information section below.
The British Embassy in Paris is part of a world-wide network, representing British political, economic and consular interests overseas. It is also part of the UK’s France Network (including offices in Lyon, Bordeaux and Marseille and representation to international organisations in Paris (OECD and UNESCO) and Strasbourg (CoE)) and is currently looking for an Executive Assistant to the Counsellor for Foreign Policy, Security and Migration to provide wide ranging support to the Counsellor and to the National Security and Foreign Policy Team (NSFP), working closely with the NSFP A2 Support Officer and NSFP Team Leaders.
This is a unique and fast-paced role in the Embassy, which provides an insight into some of the highest priority issues in the FCO, Home Office and the rest of Whitehall. You will be integral to a busy team that covers a wide range of high profile issues, including foreign policy, counter-terrorism, security, justice and migration.
The ideal candidate will have good judgment and be a reliable team player, show resilience and consistently deliver results while managing conflicting demands on the Counsellor’s time. You will have excellent people and communication skills, be able to anticipate needs, identify practical solutions and have excellent organisational and self-management skills.
Main Roles and Responsibilities:
Diary Management (60% of time)
• Proactively manage the Counsellor’s diary and mailbox: organising internal and external meetings, providing clear advice on priorities, flagging deadlines, providing/chasing updates as required, preparing papers for meetings and note-taking.
• Liaise with contacts in key French and UK government departments to understand logistical needs for meetings and events. Disseminate information to Embassy teams and UK departments accurately and in a timely manner to provide updates on planning in advance of meetings/events.
Events Management and Travel Planning (10% of time)
• Support delivery of successful events, working closely with NSFP team, Residence and wider Embassy teams, including attending weekly grid meetings.
• Manage travel arrangements and programmes for Counsellor’s external travel and inward visitors.
Wider team support (20% of time)
• Provide admin support to Foreign and Security Policy Counsellor in their role as Chair of Crisis Committee, National Security Group and JSOC partners meetings.
• Provide support to ensure smooth functioning of NSFP team, working closely with NSFP A2.
Office Management (10% of time)
• Provide support on Counsellor’s and NSFP team budget; forecasting, flagging deadlines, providing/chasing updates and advice on under/over spend and reallocations.
Ordering catering and office supplies, escorting visitors, completing Counsellor’s i-expense returns, maintaining accurate record of business expenses and gifts/hospitality for quarterly publication purposes.
- Fluency in English and French, both written and spoken (C1 level according to CEFR*);
Experience (at least 3 years) in office administration
- Excellent organisational and IT skills (MS Outlook, Word, PowerPoint, Excel)
- Experience in engaging with senior and external stakeholders
- Attention to detail and self-starting;
- Ease with contacting new people and tenacity in pursuit of goals;
- Equal ability to work successfully within both a large team and independently;
- Proven ability to adapt on short timelines and under changing circumstances;
- Proven problem solving skills and ability to handle pressure.
- Interest in UK and UK politics;
- Experience in office and budget management;
- Experience in project management
This is a full-time permanent contract, 35 hours a week.
All appointments are subject to professional background check satisfactory security clearance. The successful applicant will be required to provide a copy of his/her passport or national identity card for all nationalities held, an up-to-date criminal record (casier judiciaire) for recent countries of residence (which can be obtained online at https://www.cjn.justice.gouv.fr/cjn/b3/eje20), two written proofs of address (utility invoices and/or bank statements) and two references.
Staff recruited locally by the British Embassy in France are subject to Terms and Conditions of Service according to local French employment law and FCO guidance for Local Staff. The posts we offer are not an entry point into the UK’s Diplomatic Service.
Visa / Passport requirements: Candidates must currently hold the independent right to live and work in France and be prepared to ensure that right remains throughout the scope of the contract. Additional requirements may become necessary after 31st December 2020.
Your application will only be considered if you follow the guidance below:
Your application must be sent in English only.
Your application must clearly indicate all nationalities you hold.
We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.
* Please note Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C2 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarize information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed
Additional Information (due to Covid-19):
You may experience some delay in the progress of this recruitment campaign and we are working hard to minimise any disruption;
Interviews will be done remotely if the existing situation determines this to be the right course of action;
Starting date may be delayed depending on circumstances at the time and it will be agreed with the selected candidate.
This opportunity is closed to applications.