View Vacancy - Chief of Staff and Personal Assistant to His Majesty’s Ambassador (ALB24.140)
The British Embassy in Albania is part of a worldwide network, representing British political, economic and consular interests overseas, and is now looking for a Chief of Staff and Personal Assistant to His Majesty’s Ambassador (HMA).
Act as Chief of Staff to His Majesty’s Ambassador (HMA), facilitating leadership across the British Embassy and engagement with Whitehall and external partners; managing HMA’s front office, assessing incoming enquiries, determining the course of action and appointing/delegating tasks; preparing for visits, events and comms / speaking opportunities; enabling prioritisation of HMA’s time and appointment schedules; ensuring smooth, timely and effective information flows from different Embassy departments to HMA (briefings, reports, internal meetings).
Roles and responsibilities:
- Assist HMA with leadership of the Embassy, acting as facilitator for the Country Board, Senior Leadership Team and weekly coordination meetings; advising on cross-sectional topics, including: policy, media, projects, economy, corporate services, through research, analysis of facts and data. Use judgement to produce constructive ideas as a contributor to team discussions on politics and communications;
- Manage HMA’s diary effectively, planning ahead and liaising with relevant offices to ensure meetings occur when they are needed, with all transport, comms and other arrangements in place. Participate in relevant internal and external meetings with HMA, making sure action items from the meetings are executed;
- Work independently to write first drafts and recommendations for HMA for emails, letters, WhatsApp correspondence; delegating tasks and follow-up to other embassy teams. Act on behalf of HMA on HERA expense reconciliation and prompting HMA on actions;
- Plan proactively and ensure implementation of preparations for all Embassy events involving HMA, working with the Residence Manager and team to organise and coordinate all events at the Residence and other teams on those at other venues, ensuring high public visibility and attendance, whilst applying innovative ideas on participation and format;
- Organise and manage all VIP inward visits, to include advice on interlocutors, media exposure, logistical arrangements, protocol and local security; and visits by HMA to the UK to meet with senior Whitehall officials, Ministers and UK-based stakeholders, arranging HMA’s travel requirements; and HMA’s up-country visits to municipalities around Albania;
- Maintain and develop wide range of external contacts with all levels of the Albanian government, Parliament and institutions, international partners and cross-sector organisations to ensure quick and efficient access with key contacts in line with embassy priorities. Support the Deputy Head of Mission in arranging meetings, particularly when they are standing in for HMA as Chargée d’Affaires;
- Manage Residence Manager and assist them with oversight of the Residence Team to ensure best use of resources and budget; and mentor them on skills development. Oversee the spend of entertainment budget to ensure value for money. Motivate staff at junior grades to develop skills and enable more efficient delegation.
- Fluency in English and Albanian at C level according to CEFR Framework (spoken and written);
- Excellent communication skills both written and oral;
- Excellent organisational skills and high level of attention to detail;
- Constructive and service orientated approach;
- Ability to prioritise workload where required working with minimal supervision;
- Ability to manage routine and ad hoc taskings;
- Ability to work as member of a team;
- Ability to respect the confidentiality of work issues and understand the personal and professional consequences of lapses in security.
- Experience of managing senior officers’ diaries and travel;
- Experience of managing budgets.
This is for a full-time employment, on a fixed term basis for 12 months with possibility of extension by mutual agreement.
The gross salary per month is ALL 159,685.
This is a full-time position of 5 days (36 hours net per week).
The Embassy supports the work-life balance of its employees and is open to flexible working.
No accommodation and relocation expenses are payable in connection with this position.
The successful candidate must have the right to live and work in Albania.
The successful candidate will be required to pass a language skills test and undergo security clearance before commencing the role.
The successful candidate will be subject to a professional background check and security clearance - local and international ‘Vetting’ process will be performed to the successful candidate.
All applicants should have a pre-existing legal status to live and work in Albania. The British Embassy does not facilitate/sponsor visa applications and work permits. Staff recruited locally by the British Embassy in Albania are subject to terms and conditions service according to Albanian employment.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.
*Please note for more information regarding the Common European Framework of Reference for Languages click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.
This opportunity is closed to applications.
