View Vacancy - Protocol and Admin Officer

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Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Protocol, Visits and Events

Main purpose of job:

 

You will provide essential administrative and logistical support to HM Ambassador (HMA), Deputy Head of Mission (DHM) and all UK diplomats in Panama (UKBS) as part of a small executive office. Working to HMA’s Executive Assistant (EA) and alongside the Community Liaison Officer (CLO), you will have responsibility for overseeing specific protocol and administrative procedures necessary for the arrivals and departures of 20+ diplomats; including as the main liaison with the Ministry of Foreign Affairs (MFA) Protocol department. You will provide a range of administrative support (drafting formal notes, minuting meetings, drafting and/or translating letters in English and Spanish, overseeing calendar appointments and taking phone enquiries) for HMA and DHM, including substituting for the head of the Executive Office during their leave. Line managing the 2x official embassy drivers and oversee the official transport diary.

 

 

Roles and responsibilities / what will the jobholder be expected to achieve?:

 

Admin – 40%

•                    Provide general admin support to DHM and HMA when needed (i.e.: scheduling meetings, drafting Minutes, etc.)

•                    Cover the Executive Officer, when on leave, taking care of HMA’s Office, through the Official Agenda and the Driver.

•                    In charge of Embassy Stationary purchases, inventory and stock.   Liaising with Corporate Service Manager (CSM) to ensure proper Budget is allocated.

•                    In charge of Petrol Maxi Flotas for official cars and UKBS, ensure statements are dealt in timely manner, and that reimbursement is done to the Embassy.

•                    In charge of Business Cards for all staff, with local provider.

•                    In charge of purchase of uniforms for staff, for Embassy – Polos, Residence: uniforms and for Driver: Shirts with logo, all in liaison with CSM to ensure sufficient Budget is available.

•                    Send the reminder to all Staff, UK, Hubs and other interested parties, on the Local Holidays, and/or when the Embassy will be closed.

•                    Supporting official events and receptions as required via managing guest lists and invitations delivery logistics.

•                    Liaise with Building Administration, ensuring proper official flag(s) fly as per Embassy request.

•                    To provide support to FCDO Services in the logistics and collection of Confidential Bags for Post and support the CLO with the logistics for the regular Diplomatic Bags.

Protocol – 50%

•                    Liaise with MFA – Maintain excellent relationships with Protocol and Panamanian Customs, to ensure Heavy Baggage and Unaccompanied Air Freight for UKBS are processed in timely manner, applying procedures that FCDO applies in the UK for incoming Panamanian Diplomats.

•                    Participate in VIP Visits to Post, liasing with local Government.

•                    Draft all necessary Official Letter, for DHM and HMA to MFA, Customs or any other local authorities.

•                    In charge of all Diplomatic Accreditations, ID, Driving License, Diplomatic Plates and Visas for all UKBS, managing paperwork and liaison with Protocol.

•                    Main Point of Contact for incoming shipments from UK, liaising with Customs, local suppliers (i.e.: DHL, Canal Movers) and MFA.

•                    Keep track of changes in travel measures affecting UKBS together with CLO

Line Management-10%

•                    Manage the performance of the 2x embassy drivers

Essential on arrival:

·       Over 3 years experience in Administrative support

·       Advanced knowledge in MS Office (Outlook, Excel, Word, PowerPoint, Teams)

·       Strong writing skills in both Spanish and English

·       Work under pressure

·       Team Work

·       Adaptable to changes

·       Native Spanish Speaker

Desirable:

·       Experience working with Local Government entities such as Customs, MFA and Logistics suppliers.

·       Staff management experience

·       Cross-cultural sensitivity

17 October 2021
Administrative Officer (AO)
Full-time, Permanent
37 hours (not including lunch breaks)
Latin America and Spanish speaking Caribbean
Panama
Panama City
British Embassy
1
USD
US$1,536.02
6 December 2021
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. 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.
The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and an enriching learning and development opportunities.
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.