View Vacancy - Executive Assistant to the Deputy Director - DFID

The Department for International Development (DFID) in the British Embassy, Amman is seeking a highly motivated and enthusiastic individual for the position of Executive Assistant to the Deputy Director, Grade – A2 (L).

Purpose of the job:

The main purpose of this role is to provide administrative and organisational support to the DFID Deputy Director for Jordan and Iraq, based in British Embassy Amman. The job holder will also be responsible for assisting the Head and Deputy Head of DFID Jordan and working closely with the Office Manager in fulfilling some organisational tasks in the wider office. 

Main Responsibilities:

This is a fast-paced role. The key components of the job are:

• Providing timely and efficient secretarial/logistical support to the Deputy Director, Head of Office and Deputy Head of Office;
• Providing efficient diary and email inbox management, ensuring the Deputy Director’s calendar is manageable and allows time for key responsibilities;
• Making sure the Deputy Director is briefed in a timely manner for internal, cross-Embassy and external meetings;
• Building relationships with key contacts across DFID and the whole Embassy and working confidently as an effective liaison between the Deputy Director and teams;
• Organising travel plans, visas, and processing travel claims;
• Working closely with the Office Manager to organise office-wide activities and events, VIP visits/visitors’ management, office-wide logistics;
• Ensuring activities hosted by the Deputy Director (e.g. receptions, meetings, events) are well-planned and delivered effectively;
• Participating in the wider Embassy initiatives as required.

Key Competencies and Required Skills:

• 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. 
• 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.
• Delivering at Pace - Delivering timely performance with energy and taking responsibility and accountability for quality outcomes.
• Leading and Communicating - Effectiveness in this area is about leading from the front and communicating with clarity, conviction and enthusiasm. It’s about supporting principles of fairness of opportunity for all and a dedication to a diverse range of citizens.

Essential:

• Fluent verbal and written communication skills in English with strong attention to detail.
• Minimum of two years’ experience in a PA or administrative role
• Highly organised with a strong ability to work proactively and manage a variety of competing priorities.
• Flexible team player who is able to work on their own initiative, and ready to take on emerging and high-profile tasks at short notice
• Excellent interpersonal skills, including confidence in promoting DFID and HMG interests.
• Computer literacy in Microsoft Office packages.