View Vacancy - HM Ambassador's Private Secretary and Head of Private Office, Temporary Position - Panama City
Main Purpose of job:
Support the delivery of Embassy priorities, ensure the smooth running of the mission and maintain the profile and reputation of the UK in Panama by providing efficient, professional executive support to the Ambassador and senior leadership team.
This includes managing the Ambassador’s diary, transport arrangements, invitations and correspondence; general administration and arranging meetings and official entertainment for the Ambassador and Deputy Head of Mission; maintaining strong professional relationships with external contacts; and ensuring effective communication and information flow with staff and stakeholders so that the Ambassador is well briefed and prepared for all meetings and events.
The jobholder will also oversee a team of four Residence staff and a driver. S/he will be responsible for managing the Ambassador’s entertainment and travel budget.
Roles and Responsibilities:
Leading Ambassador’s Private Office – 50%
Provide executive support to the Ambassador by:
- Managing his diary effectively, prioritising the different demands on his time and co-ordinating with other members of the Embassy team and external stakeholders to ensure an appropriate level of engagement and representation at internal and external events, while taking into account his personal life and family commitments.
- Managing communication and the flow of information in a smooth and timely manner, ensuring that the Ambassador is well briefed on priority issues and well prepared for meetings and events.
- Liaising closely with Residence Team and HMA Driver to ensure they are aware of his programme and priorities. Leading on communicating the Ambassador’s preferences, views and decisions to colleagues and following up on any action points, including by taking minutes and notes of meetings, as required.
- Managing the Ambassador’s entertainment and travel budgets, monitoring and accounting for expenditure in a timely manner.
- Building strong relationships with counterparts in other diplomatic missions, Government Ministries etc.
- Providing general administrative support (flight and hotel bookings, preparing official documentation, travel pack and programme, English/Spanish translations for speeches and/or letters).
Supporting Deputy Head of Mission and Embassy leadership team– 20%
- Support DHM by arranging meetings and official entertainment, general administration, responding to invitations and providing transport to external events as required.
- Lead on co-ordinating cross-mission events and meetings led by DHM or HMA, including the Post Country Board quarterly meetings, regular heads of section and team meetings, and thematic meetings (such as JSOC).
Entertainment and events – 20%
- Coordinate logistics and management of information (including master guest list) for Embassy wide events (i.e. Queen’s Birthday Party), working closely with Residence team to ensure smooth delivery of all major events at the Residence.
- Manage Embassy’s forward look calendar of events by collating input from the different sections, identifying any potential diary clashes and proposing solutions.
- Ensure official entertainment complies with FCDO entertainment policies and practices, updating Entertainment Policy document yearly and circulating Gift and Hospitality register every six months.
- Covering for Residence Manager during any absence.
Line Management – 10%
- Lead the Private Office and Residence teams, setting priorities, giving direction and ensuring effective communication and teamwork. Monitoring delivery and performance of the team, seeking regular feedback from stakeholders and where needed, proposing and implementing changes.
- Provide guidance, direction, feedback and line management support to Residence Manager (EO) and HMA Driver (S1). Quality Assurer for Butler, Chef and Maid.
Resources managed (staff and expenditure):
Line Management of two staff, and QA for three staff.
Essential upon arrival:
- At least 2 plus years experience in similar positions.
- Experience in managing a team.
- Strong IT skills.
Language requirements:
Language: English and Spanish.
Level of language required: Fluent in both, oral and written.
The successful candidate must be Panamanian, or have a valid and current Work Permit through Ministry of Labour, and be able to provide it when requested by Embassy. The British Embassy – Panama City does not sponsor work permits. All Staff employed by the British Embassy must be Panamanian, legal permanent residents of Panama, or have a valid work permit to work in Panama, and be prepared to ensure that right remains throughout the scope of the contract.
Office hours in the Embassy are 8am-5pm Monday to Thursday and 8am-1pm on Fridays, though there is scope for flexible working arrangements, which can be agreed with the Line Manager.
Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.
Learning and development opportunities:
The Embassy is committed to learning and development and there is a range of training on offer for the successful application to support their work in the Embassy. This will include training courses delivered remotely through the FCDO’s International Academy and on-the-job training.
Working patterns:
Regular office hours, though job holder must be willing to work outside normal hours occasionally, if needed, including evenings. In office presence required most days though there is also flexibility to work from home on a regular or ad hoc basis.
BE Panama working hours are 0700 to 1600 or 0800 to 1700 Mon-Thurs // 0700/0800 to 1200/1300 Fri.
This opportunity is closed to applications.
