View Vacancy - AUH - Visits & Chancery Support Officer (AO)

The British Embassy Abu Dhabi has a vacancy for a Visits and Chancery Support Officer, job, grade Administrative Officer (AO) on a fixed-term contract for one (1) year.

The jobholder will design and deliver logistics and provide support to visits to the UAE by British Ministers, senior officials, members of the Royal family, and other official visitors. Also, will provide general administration to support the Political and Economic Section, acting as point of contact for incoming / external enquiries, filing and information management, logistical support for internal and external meetings, and other administrative tasks. 

The team is at the heart of our operation and the jobholder can expect to work particularly closely with the Political, Economic, International Trade, Corporate Services, and Senior Leadership Group and other government departments in the offices of the Embassy in both Abu Dhabi and Dubai.

The jobholder will need to engage confidently and effectively with people at all levels, including key contacts within the UAE Government and business community, and government departments in the UK. Good problem solving and judgement, a keen eye for detail and the ability to deliver results quickly are essential. The jobholder will frequently need to respond to unforeseen obstacles, including last minute changes to visit programmes.

The jobholder must be available in a full-time capacity to work on site at the British Embassy Abu Dhabi.

While this role is based in Abu Dhabi, the jobholder will provide support to visits across the whole UAE and will be expected to travel to Dubai as and when required. 

The jobholder will report to the UAE Central Visits Team Manager but will also provide support to the wider Chancery Team.

Duties and responsibilities:

Provide logistical and administrative support to ensure the smooth functioning of high-profile official visits to the UAE (40%) 

• Coordination of high-impact visit programmes (usually working in support of a designated ‘Policy Lead’ and in consultation with a wide range of stakeholders).
• Making logistics and protocol arrangements for visits
• Communication of draft and final visit programmes, including keeping Senior Responsible Officers informed of visit arrangements
• Producing draft visit programmes and circulating these and subsequent updates
• Working with other Embassy teams to make visit arrangements, particularly Security, Government Relations Officers, and Transport teams
• Assisting with drafting of Note Verbales and ensuring that all necessary forms and security clearance details are submitted for a visiting party and accompanying Embassy staff
• Arranging meetings and events, including but not limited to issuing invitations and agendas, managing RSVPs, booking rooms, etc.
• Maintaining a central record of all visit programmes, briefing packs, and records to inform future visits
• Provide administrative support to the wider team as required  

Provide administrative support to ensure the smooth functioning of Chancery (40%)

• Manage and submit Note Verbales and formal Embassy team communications for meetings, invitations and letter deliveries.
• Working with Embassy teams to assist in the delivery of Embassy events.
• Provide logistical support for external meetings.
• Administrative support for the section (including diary management).
• Responsible for drafting the Chancery ‘week ahead’ newsletter.
• Lead on departmental inductions for all new Chancery staff including introductory calls.
• Responsible for management of the sections information management filing system and databases.
• Maintain and update contacts list and CV’s for the section.
• Provide general administrative tasks. 

Provide wider admin support for special projects and priority Embassy work times administrative support to the Chancery team (including the GSF Project Manager 20%)

• Admin support to the for the Gulf Strategy Fund (GSF) Project Manager
• Admin Support for the Kings Birthday Party
• Participating in the Embassy’s emergency planning and any response to a crisis. 

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis affecting UK citizens.  

The FCDO is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We do not discriminate on any basis, including categories protected by law. In keeping with the FCDO’s commitment to disability inclusion in the workplace, hiring managers must incorporate the principles set out in the FCDO Disability Confident scheme job applications in the CBS recruitment process.  Our CBS are recruited by Missions in-country in line with local employment laws.

Key behaviours required:

• Working Together - Forming effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds; sharing information, resources, and support.
• Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
• Making Effective Decisions- Using evidence and knowledge to support accurate, expert decisions and advice. Carefully considering alternative options, implications and risks of decisions.
• Communicating and Influencing: Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others.

• Minimum two (2) years’ experience in administration support.
• High-level organisational and coordination skills, including the ability to prioritise, meet deadlines, and proactively identify and resolve potential problems.
• Demonstrates advanced ability to communicate fluently and effectively in English, both orally and in writing.
• 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 customer care skills and the ability to respond to a range of customer needs, including at senior levels.
• Proven record of organisational ability. Ability to prioritise and organise own workload and meet deadlines, while maintaining attention to detail and without compromising the quality of the work.
• Excellent team player with the ability to work flexibly both in a small team and individually with autonomy.
• Excellent customer service skills. Demonstrates courtesy and consideration in dealing with telephone callers and other stakeholders.
• Demonstrate advanced ability to communicate fluently, effectively, and persuasively in English, both orally and in writing.
• Very good level of IT skills and literacy in Microsoft Office applications (MS Teams, Outlook, Word, Excel, and PowerPoint).