View Vacancy - ROK - Personal Assistant, Protocol and VIP Visits Officer, A2(L)
Main purpose of job:
To support the smooth running of the Private Offices of the Deputy Head of Mission (DHM) and Ambassador, and of VIP visits from the UK to Korea
Roles and responsibilities / what will the jobholder be expected to achieve?:
Personal Assistant (PA) to Deputy Head of Mission (DHM) (40%)
Diary management, including requesting and arranging internal and external meetings, responding to invitations
Organising DHM’s travel bookings and transport requirements
Organising DHM’s entertainment, including restaurant bookings, invitations, catering for internally-hosted events, support for Korea Britain Society events
Logistical arrangements for cross-Embassy meetings and events eg room set-up, preparation of papers, agenda management, follow-up, some preparation of minutes
Managing DHM’s Korean correspondence and phone calls
Managing DHM’s delegated budget and expenses
Other administrative and secretarial assistance to DHM, as requested
Protocol Officer and Assistant PA to HM Ambassador (40%)
Appointments with Korean Ministries, politicians and other Korean bodies
Managing the Ambassador’s Korean correspondence and telephone calls, including translation, assigning as appropriate and advice on handling
Protocol advice and assistance, including for the Queen’s Birthday Party and other high-level entertainment and meetings
Assist Ambassador’s Executive Assistant as required with HMA’s diary, entertainment and travel, including full Private Office cover during the EA’s absence
VIP Visits Officer (10%)
Logistical and protocol arrangements for high-level visitors not being handled by individual sections – to include airport access arrangements, transport, programme production, booking of venues and catering etc.
Other (10%)
PA support for D6 staff where Korean language is required eg travel and restaurant bookings, plus other PA duties as feasible eg room bookings, meeting arrangements
Broader role in the Embassy’s Corporate and Crisis Management work
- Good understanding of Korean government, society, business and culture
- Strong interpersonal and communication skills, with the ability to deal politely but confidently with senior interlocuters and colleagues alike
- Strong IT skills, including Outlook Calendar, Word, Excel, Powerpoint and Mailmerge
- Budget management experience
- Self-starter and innovative with the ability to initiate work and see it through to completion. Able to seek advice and assistance when necessary.
- A team player with a cooperative and collegiate approach to working with colleagues in other teams and willing to contribute to wider Embassy corporate objectives.
Learning and development opportunities (and any specific training courses to be completed):
The British Embassy takes L&D seriously and provides a range of L&D opportunities, from learning sets to speaker events, group learning to job shadowing opportunities, as well as an extensive suite of online learning materials. Where job-specific training is identified the British Embassy will provide access to appropriate courses.
The British Embassy in Seoul offers a full range of L&D opportunities, including learning sets, e-learning and face-to-face classes. Online courses and on the job learning will form the core of the jobholder’s induction into embassy work and these may be enhanced by an additional induction course in the UK. Every member of staff is entitled to 5 L&D days per year.
No accommodation or relocation expenses are payable in connection with this position. The applicant must have or be able to obtain work authorisation in Korea in order to apply. Staff recruited locally by the British Embassy Seoul are subject to Terms and Conditions of Service according to local Korean employment law.
All applications must be received before 31 May 2018 at 23:55 Korea Standard Time.
Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. We regret to advise that we will only be contacting short-listed candidates. Applicants called for an interview will be assessed on the core competencies listed above.
The successful candidate should be able to start as soon as possible.
This opportunity is closed to applications.