View Vacancy - MNL - Private Office Support Officer, A1 (L)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Policy & Political roles)
Chancery

Main purpose of job:

This is a unique opportunity to work at the very heart of a large Embassy with a dynamic programme of bilateral and regional activity.  You will be a key member of the small team working closely with the Ambassador and Deputy Head of Mission to deliver the UK’s objectives on prosperity, security and consular matters.  The Embassy is a modern, diverse and inclusive employer where everyone contributes to realising an Embassy Vision based on the principles of Collaboration, Opportunity, Respect and Excellence.

Assist the Social Secretary and Personal Assistant to Her Majesty’s Ambassador and to the Deputy Head of Mission

Duties include:

  • Administrative duties (photocopying, record maintenance)
  • Helping the Deputy Head of Mission with comparison and analysis of previous year and current year data of Country Business Plan, coordination in year ahead to all sections across the Embassy and making a detailed report from each section. Taking source material from HOS and setting up presentations, charts, spreadsheets, and tables.
  • Assist in diary management and setting up (and following up) appointments with internal and external stakeholders
  • Dealing effectively with all correspondence (telephone, email, and post) using standardised response/template and original drafting and sending replies and letters to senior level stakeholders on behalf of Her Majesty’s Ambassador.
  • Deal with a range of straightforward day-to-day enquiries from internal and external stakeholders.
  • Providing cover for British Ambassador’s Personal Assistant and Social Secretary/Residence Manager during annual leave/sick absence (e.g. preparation of guests’ name cards, menu cards, seating arrangement during residence events)
  • Maintaining the Contacts Database
  • Managing external calls for Her Majesty’s Ambassador and the Deputy Head of Mission and making sure guests for each meetings are well coordinated with as well as the reservation arrangements for the venue.
  • Co-managing HMA and DHM’s calendar with requests of both internal and external meetings.
  • Booking of flights and accommodation for Her Majesty’s Ambassador and the Deputy Head of Mission during official travel and arranging logistics of each meeting in the programme. Comparing and compiling best flight options by researching from different airlines (websites and ticketing office).
  • Acting as secretariat for meetings, including arrangements for VTCs and Teleconferences. Taking down minutes of weekly and monthly meetings (Heads of Section, Joint Monthly Boards, Housing Committee, Crisis Committee) during the PA’s absence.
  • Provide other embassy teams with support for event and visit management (inc. Residence) by coordinating with events team lead and guests. Dealing with further inquiries from external stakeholders on logistics and programme proper.

Other ad hoc activities including coordination of events – including evening receptions, lunches, dinners and the Queen’s Birthday Party, Remembrance Sunday.

  • At least 1-2 years administrative experience
  • Proficient in using MS Office
  • Experience in appointment setting and arranging travels
  • Proficient in the English language - both written and spoken
  • A relevant degree
  • Has interest in international relations
  • Has good time and resource management skills
  • Can work in a fast paced environment under pressure
23 June 2019
Administrative Assistant (AA)
Full-time, Fixed term, with possibility of renewal
36
Asia Pacific
Philippines
Manila
British Embassy
1
PHP
30,385
29 July 2019

The role being advertised is for a fixed-term duration of one (1) year, with the possibility for renewal. 

The British Embassy offers a competitive compensation package, 36-hour work week, guaranteed 13th and 14th month pay, 20 days paid annual leave (calculated on Pro-rata basis if joined after 1 January), extensive medical insurance, life insurance and access to a guaranteed 5 days of learning opportunities a year. 

No accommodation or relocation expenses are payable in connection with this position. You must have work authorisation for the Philippines in order to apply.

Employment offers are subject to successful clearance of pre-employment checks. Staff recruited locally by the British Embassy Manila is subject to Terms and Conditions of Service according to local Philippine employment law.

Candidates are expected to have a valid NBI Clearance.

All applications must be received before 23:55 local time at the specified application deadline.

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. Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount. Reference and security clearances checks will be conducted.

The successful candidate should be able to start as soon as possible subject to successful clearance of pre-employment/security checks.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.