View Vacancy - Executive Assistant to Her Majesty’s Ambassador (Maternity Cover)

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

The British Embassy Doha is part of a worldwide network that represents political, economic, security and consular interests overseas and is now looking for an Executive Assistant to Her Majesty’s Ambassador grade B3 (L) to cover a maternity to start in September 2021.

Main Purpose of the Job:

This is an exciting opportunity for an experienced candidate to work in a fast paced, fascinating environment, in an important, central role. 

The position works directly to the Ambassador (HMA), providing a range of support services to him and managing his outer office.

The role will suit a team player who is open to new ideas and ways of working, is capable of working with constantly changing priorities and managing a full workload. 

Main Duties and Responsibilities:

  • Organise and manage HM Ambassador's (HMA) daily programmes and ensure sound logistical arrangements are in place;
  • Liaising where appropriate with colleagues to decide which meetings are of strategic importance before making arrangements;
  • Ensure HMA is well prepared for meetings by providing or arranging pre-meeting briefing/updates through liaison with Embassy teams;
  • Liaise with internal and external stakeholders to instigate and follow up on requests for appointments for HMA consulting Embassy colleagues as required;
  • Manage the ambassador’s outer office, ensuring it runs smoothly;
  • Management responsibilities for the Ambassador’s driver;
  • Manage HMA‘s correspondence and draft responses on their behalf;
  • Maintain an accurate and accessible electronic and manual filing system and contact list;
  • Maintain financial records;
  • Deal with telephone calls and enquiries;
  • Organise HMA's UK and regional visit programmes and make the necessary travel arrangements;
  • Maintain meetings log for HMA and meet, greet and provide hospitality to visitors;
  • Provide leave cover for the Events/Residence Manager, leading on delivering events at the Embassy;
  • Ad hoc duties for the Embassy as required.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required.  

Key Competencies:

  • Delivering at Pace: Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes.
  • Collaborating and Partnering: People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done.
  • Leading and Communicating: Effectiveness in this area is about leading from the front and communicating with clarity, conviction and enthusiasm.
  • Making Effective Decisions: Effectiveness in this area is about being objective; using sound judgment, evidence and knowledge to provide accurate, expert and professional advice. It means showing clarity of thought, setting priorities, analysing and using evidence to evaluate options before arriving at well-reasoned justifiable decisions.
      • Excellent communication skills in English, both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication. 
      • Excellent interpersonal skills. Able to maintain a range of contacts to build effective working relationships, and work closely with senior staff and their contacts.
      • Excellent organisational ability, with proven ability to manage, plan, and prioritise tasks and workload; and a proactive approach to problem solving. 
      • Flexible and positive approach to working in a forward thinking, modern, and motivated organisation.
      • Demonstrates initiative, adaptability and the ability to work flexibly both in a small team and individually with autonomy.
      • Strong IT skills and literacy in Microsoft Office applications (MS Teams, Word, Excel, PowerPoint, and Outlook). 
      • Experience of working in a big organisation or government – whether in administration or secretarial duties – would be useful but not essential.
      24 July 2021
      Executive Officer (EO)
      Fixed Term, Full-time
      38
      6 months
      Middle East & North Africa
      Qatar
      Doha
      British Embassy
      1
      QAR
      16,129
      7 September 2021

      The British Embassy offers a competitive remuneration package, including non-negotiable salary of QR 15,329 per calendar month and transportation allowance of QR 800 per calendar month, paid in arrears. A leave entitlement of 25 working days rising to 30 working days; and access to trainings. The contract will be for a full-time employment, on a fixed-term basis to cover a maternity for six (6) months subject to  a 1-month probation period.

      The initial contract will be for six (6) months, with a possibility of extension up to 12 months, reviewed on a monthly basis.

      No accommodation and relocation expenses are payable in connection with this position.

      Conditioned working hours are 38 hours per week. Embassy working hours are 7.30 a.m. to 3.30 p.m. Sunday to Wednesday and 7.30 a.m. to 1.30 p.m. on Thursday. Due to the nature of the work, the jobholder should be flexible in their approach to hours worked as these will be dictated by operational needs and may involve working out-of-hours.

      The Embassy supports flexible working including working from home for some part of the working week. This flexibility will vary depending on HMA’s commitments and requirements, hence the job holder will be expected to be able to make last minute changes to their work plans and work location accordingly.

      The Embassy has an active Continuous Professional Development Committee, and the whole of Post is committed to providing the time and resources for staff to develop professionally.

      The successful candidate will need to commence security clearance procedures through the Embassy and will be required to have or obtain the appropriate security clearance before employment commences and maintain this throughout period of employment.

      Eligibility:

      Applicants must already reside in Qatar and hold the right to live and work there, including those either under spouse sponsorship or be able to transfer an existing sponsorship to the British Embassy.

      How to Apply:

      Interested candidates must complete the online application form and answer the motivation for applying and competency questions.

      ** (Your application must include examples of when you have demonstrated the competencies outlined above in your online application form. Applications that are not complete will be rejected).

      The closing date for applications will be 24 July 2021 by 23:55 Doha local time.

      Applications received after the stated deadline will not be considered.

      Process:

      The recruitment process, including security clearance, is expected to take around two months. The successful candidate will be required to undergo security-vetting procedures.

      Any offer of employment will be subject to the candidate achieving suitable clearances, medical clearance and reference checks. 

       

      The British Embassy Doha is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy is subject to Terms and Conditions of service according to local Qatari employment law.

      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.