View Vacancy - Defence and Justice & Home Affairs Administrative Assistant, A1, Tirana (ALB230) INTERNAL VACANCY
The British Embassy in Tirana is part of a world-wide network, representing British political, economic and consular interests overseas and is looking for a Defence & JHA Administrative Assistant A1, based in Tirana.
The successful candidate will be supporting two sections:
Defence Administrative Assistant (part-time) will work for the British Embassy Defence Section Tirana. The employee will have direct communication with the Defence Attaché (DA) and she/he will liaise closely with the full time Assistant to the Defence Attaché – Operations and Projects (ADA O&P) to achieve Defence Section (DS) objectives. He/she will help the full time DA and ADA to manage and maintain the Defence Section finances, management and administration. He/she will also support the DS planning and delivery of the Bilateral Security Activity Plan together with the Albanian Ministry of Defence/Albanian Armed Forces partners. The employee will cover for the full-time ADA during leave and absence and represent the ADA as required. He/she should ideally hold a current driving licence in order to support the DS team as required.
JHA Administrative Assistant (part-time): The other half of the job involves supporting the Migration and Prisons Delivery Officer to pursue JHA objectives laid out in the NSC-mandated strategy to tackle ethnic Albanian serious organised crime and the Post Country Business Plan (CBP). He/she will lead on PRISM, finance and general admin tasks and provide other support as agreed with the Line Manager.
Main Duties and Responsibilities
Defence section Core Activities:
- Manage the Defence Section finances and returns to Western Balkans Regional Network and MOD HOCS and WEP.
- Ensure that payments are completed on time and within budget. Liaise with the Corporate Services Team and meet all necessary audit requirements.
- Process invoices, requisition responsibilities:
- I-expenses, GPC/CCC card, accounting, Impress (where appropriate) etc
- Dealing with administrative tasks including purchases, suppliers, making travel and hotel arrangements (e.g. booking hotel accommodation, making transport arrangements, car rental etc)
- Assisting the Defence Section including electronic and paper file management; reception and hosting of visitors to the Defence Section, diary arrangements, mail distribution, residence maintenance issues and any communication with corporate services.
- Facilitating customs clearance.
- Completion of local accounting (PAG) forms
- Assist in preparing and delivery of inward and outward visits to and by Albanian Ministry of Defence and Albanian Armed Forces.
- Assist DA/ADA in preparation and delivery of ad hoc reports, briefs, correspondence (on behalf of the DA) and diplomatic clearances on behalf of the DA.
- Collaborate with the Embassy Communications Manager / staff to co-ordinate media publicity of Defence Section activities.
On an ad hoc basis be prepared to assist with Defence Section duties & errands until permanent solution arranged.
Justice and Home Affairs Core Activities:
- To assist the Justice and Home Affairs (JHA) team in meeting the National Security Council and Country Business Plan objectives on key JHA issues
- Assisting the team with prisoner transfer arrangements in the framework of the UK-Albania Prisoner Transfer Agreement by liaising with the JHA Officer and the Albanian MoJ/prison service.
- Assisting the JHA team with translations, media communication and ad hoc briefings.
- Assisting the preparation and delivery of inward and outward visits by the UK/ALB Ministry of Justice and Home Office.
- Dealing with administrative tasks (e.g. filing, photocopying etc)
- Assist JHA Team/MPO in preparation and delivery of ad hoc reports, briefs, correspondence on key JHA issues.
- Collaborate with the Embassy Communications Manager / staff to co-ordinate media publicity of JHA team activities.
- Collaborate with the Embassy Programme Team / staff to assist the implementation of JHA projects.
Proficiency in administration and organizing of events and activities.
Fluent oral and written English and Albanian.
Previous experience in dealing with budgets.
Excellent writing, reporting and monitoring skills.
Proficiency in the use of MS Word, MS Excel, MS Outlook, MS Power Point and Internet.
Adaptability, flexibility, pro-activity, excellent team-working skills and ability to work under tight deadlines.
- University level degree.
- Knowledge of defence and security matters and Justice and Home Affairs (JHA) issues.
- Previous work experience for international organisations.
- Knowledge of the Albanian society.
- Some knowledge of the regional defence and security systems is an advantage.
- Project management qualifications and experience.Drivers licence (highly desirable).
This is a full-time permanent, for 5 working days (36 hours net) per week.
The monthly salary for this position is 96,981 ALL per month, at A1 level.
Please note that staff members are responsible for paying any income tax required by local law.
The successful candidate will be subject to professional background check, security clearance and aprobation period.
Staff recruited locally by the British Embassy in Tirana are subject to terms and conditions of service according to local (Albanian) employment law.
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.
This opportunity is closed to applications.