View Vacancy - Executive Assistant to the Deputy Director - DFID

The Department for International Development (DFID) in the British Embassy, Amman is seeking a highly motivated and enthusiastic individual for the position of Executive Assistant to the MENA Deputy Director and Jordan Country Director, Grade – A2 (L).

Purpose of the job:

The main purpose of this role is to provide administrative and organisational support to the DFID Deputy Director for Jordan, Occupied Palestinian Territories (OPTs) and Iraq (based in British Embassy Amman). The jobholder will also be responsible for assisting the Head and Deputy Head of DFID Jordan and working closely with the DFID Office Manager in fulfilling some organisational tasks in the wider office.  

This is an exciting opportunity to work for the British Embassy Amman as it responds rapidly to the COVID-19 crisis and looks to programme both short- and long-term work in support of the UK-Jordan partnership.  This partnership has the UK as a leading and trusted adviser to Jordan, rallying and coordinating international donors in support of Jordan’s long-term stability.  

This is a fast-paced role, particularly in terms of admin and meeting management. The post requires commitment to work with others, and the ability to proactively find solutions to problems. The jobholder will report directly to the Deputy Director, and indirectly to the Head of Better Delivery.

Main Responsibilities:

This is a fast-paced role. The key components of the job are:

• Provide timely and efficient secretarial/logistical support to the Deputy Director, Country Director and Deputy Head of Office
• Organise internal/external meetings, at times across multiple time zones from across the network
• Provide efficient diary and email inbox management, ensuring the Deputy Director’s calendar is kept manageable and protects their time to read papers and submissions
• Ensure that meeting leads have briefed the Deputy Director in a timely manner for internal, cross-Embassy and external meetings
• Build relationships with key contacts across DFID and the whole Embassy, working confidently as an effective liaison between the Deputy Director and teams
• Organise travel plans and visas, and input travel claims
• Work closely with the Head of Better Delivery and Office Manager to organise office-wide activities and events, VIP visits/visitors’ management, office-wide logistics
• Work with event organisers to ensure Deputy Director-hosted events (e.g. receptions, meetings, events) are well-planned and delivered effectively
• Participate in wider Embassy initiatives as required, including engaging in a corporate role.
• Provide occasional cover to other offices e.g. the DFID Director

Key Competencies and Required Skills:

• Managing a Quality Service - Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. 
• 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.
• Delivering at Pace - Delivering timely performance with energy and taking responsibility and accountability for quality outcomes.
• Leading and Communicating - Effectiveness in this area is about leading from the front and communicating with clarity, conviction and enthusiasm. It’s about supporting principles of fairness of opportunity for all and a dedication to a diverse range of citizens.

Essential:

• Fluent verbal and written communication skills in English with strong attention to detail.
• Minimum of two years’ experience in an Executive Assistant or administrative role
• Highly organised with a strong ability to work proactively and manage a variety of competing priorities.
• Flexible team player who is able to work on their own initiative, and ready to take on emerging and high-profile tasks at short notice
• Excellent interpersonal skills, including confidence in promoting DFID and HMG interests.
• IT literacy in Microsoft Office (Word, Excel, Outlook and PowerPoint).