View Vacancy - Executive Assistant to HMA (TJK18.347)

The British Embassy in Dushanbe is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for an Executive Assistant to provide executive assistant support to Her Majesty’s Ambassador (HMA) and Deputy Head of Mission (DHM).

Main Duties and Responsibilities:

Administrative Assistance:

• Managing diaries, meetings, programs, translating incoming correspondence, and drafting replies in Tajik/Russian as necessary;

• Maintaining a database of useful contacts that includes Embassies, International Organizations, Tajik Government Structures and other influential Tajik individuals;

• Arrange meetings for HMA and other diplomats, providing background information for meetings at their request;

• Book transport/travel tickets/accommodation for HMA;

• Organise HMA/DHM’s Embassy and Residence events (receptions, dinners, etc) including guest lists and invitation cards, liaise with residence staff, catering, purchases (together with Residence staff and a chef);

• Receive visitors, place and screen telephone calls and answer queries with discretion;

• Work with other teams at the Embassy on the official part of the programmes of visits to Tajikistan, prepare visa supporting letters for visitors, if necessary;

• Prepare programmes for HMA’s regional trips and local official visits, including logistics, liaise with local authorities. Producing, maintaining, and organizing an informative up-to-date Embassy forward calendar on a monthly basis. 

Other:

• Provide information support, practical help or direction on a range of local issues to the diplomats’ family members;

• Be a contact point for MFA and other local authorities and diplomatic missions for official UK visas;

• Line manage the Residence Manager by conducing mid-term review and appraisal on time and to act as an overall liaison for Residence.

Back-up:

• Act as a back-up consular assistant and make small procurement related to residence and events.

• Effective communication, including written and spoken fluency in English and Tajik and ability to adapt communication style to different situations;

• Energetic and ambitious;

• Ability and willingness to work effectively and flexibly and to contribute to special events/occasions in the Embassy calendar;

• A self-starter that can work well both individually and in a team;

• Excellent organisational skills;

• Willingness and desire for continual learning and development;

• IT skills, including use of MS Word, Excel, Access and Outlook;