View Vacancy - Executive Assistant to the Defence Advisor Caribbean

Main purpose of job

The Defence Section Kingston (DSK) is the UK’s main point of contact for all Defence matters within the region. The section provides advice, training and mentoring to a total of 19 countries, which consist of 5 British Overseas Territories (Anguilla, British Virgin Islands, Cayman Islands, Montserrat and the Turks and Caicos Islands), and 15 Commonwealth/Independent countries (Antigua and Barbuda, Barbados, Belize, Bahamas, Dominica, Dominican Republic, Grenada, Guyana, Haiti, St Kitts and Nevis, St Lucia, St Vincent and the Grenadines, Trinidad and Tobago and Jamaica).

In partnership with other Whitehall Government departments, the DSK assists the above countries with the training for their Defence Forces and Police Units. This training assists to better tackle Serious Organised Crime; threats to security and stability; as well as deliver the UK’s own strategic aims in the region. We additionally offer advice and training regarding Disaster Management to the Defence Forces/Police Units and National Government Organisation of the countries listed above.

As part of a small, regionally focussed team, you will be leading on key aspects of all of the DSK programmes. This includes management of specific projects, acting as a focal point for communications, being responsible for the reporting of impact, risk and spending, designing and implementing robust systems to manage these risks.

The above roles are in addition to the daily tasks of dairy management, visit arrangements, booking of travel requirements for the Defence and Assistant Defence Advisor, and regional partners travel to the UK and throughout the region for training courses. Further job tasks are detailed within the Job Description section.

We are now looking for a candidate to join a very small team, with a vast regional reach, who can blend communications, organisation, good programme management and excellent financial skills with a healthy dose of common sense to deliver against challenging timescales and targets. Written and verbal communication is an important factor in this role as the successful candidate will be required to liaise closely with the UK Missions, Partner Nations Defence Forces, Police Authorities across the region, local and regional government officials and a variety of UK government department stakeholders in London.

Roles and responsibilities

The EA is responsible for processing all documents associated with the provision of UK training for the regional Defence Forces and Police Forces. This includes: ensuring the correct completion of acceptance paperwork; processing of visa applications; flight bookings; provision of joining instructions and other associated tasks, including maintenance of the Sections’ records, spreadsheets and reporting mechanisms for the DA. From time to time, this includes identifying courses to meet the needs of the regional partners.

The booking of all hotel, flight and other travel arrangements and the generation of programmes for visits to the region by UK military or civilian personnel associated with the Defence Section, is a role completed by the EA. This includes Short Term Training Teams and other members of the UK Military on attachment to the region.

The EA has to ensure all Defence Engagement activities are captured on the Defence Engagement software (ESCAPADE) including ship visits, training etc – the information must be kept up to date and relevant

Travel arrangements for the DA and ADA are the responsibility of the EA, including air travel, hotel bookings and transport requirements. They are also responsible for the arranging and collating of all aspects of the visit programme, as specified by the DA.   This includes liaison with the local Governors, Ambassadors, High Commissioners and Chiefs of Defence Staff etc. The EA is to provide a programme for the DA for each visit, with copies of all pertinent documents/contact numbers and training summaries for the relevant country being visited.

The EA is responsible for the diary management and personal administration requirements of the DA when in office or travelling. This includes responding to invitations, meetings, and presentation requests as well as assisting in organising official receptions and luncheons.

Liaison with the Royal Navy/Royal Fleet Auxiliary vessel assigned to the region is also required; assisting with the management of port visits, programmes and ships requirements as needed. This includes the event management for ship visits, entertaining and training serials held in the region. In Jamaica and The Bahamas, this also means organising official calls on local dignitaries, such as the Governor General and the Prime Minister.

Other responsibilities include tasks associated with a busy office, including maintaining and updating an electronic filing system, maintenance of stationery levels and keeping Defence Section country files, contacts and alumni spreadsheets updated.

The EA is line manager of the Defence Section driver. This entails compiling an annual appraisal, objective setting, compilation of the daily driving schedule and general day-to-day welfare.

The EA is required to compose and process Note Verbales on behalf of UK Military assets visiting Jamaica and The Bahamas. Supervision of Diplomatic Clearance requests in the rest of the region is also required to ensure that requests are obtained, approved and communicated in a timely manner.

• Ability to work in a high pressure, high workload environment.
• Strong administrative skills. Including computer (word, excel, outlook) excellent communication and coordination skills. This should include very good attention to detail, diligence and a diplomatic telephone manner.
• An ability to understand and handle appropriately marked classified material (up to Official Sensitive).
• An understanding of UK visa regulations, for travel to the UK for business and training by regional Military and Law enforcement personnel.
• Strong management skills and experience of managing multiple and diverse budgets
• Self-motivation, forward thinking, good frustration-management and a positive outlook. This must include the ability to get along with a close-knit Military team and a commitment to the task.
• The ability to mutli-task and time manage, with effective prioritisation.
• Good self-confidence.