View Vacancy - Personal Assistant to the Deputy Head of Mission
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, 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 and Commonwealth Office (Policy & Political roles)
Political
The Political Team at the British Embassy in Cairo is seeking a Personal Assistant to the Deputy Head of Mission grade B3 (L) to start as soon as possible.
Main purpose of the job:
The successful candidate will provide scheduling and administrative support to the Deputy Head of Mission; Interface with senior contacts in Ministries, Embassies and public life; Organisation and management of the DHM’s diary and workload; Responding to correspondence/invitations; Briefing including coordinating support to the DHM.
The job requires strong interpersonal and organisational skills. The successful candidate must be able to manage her/his own and the DHM’s time effectively. S/he must also be able to plan ahead, prioritise timelines, and organise a busy diary. Flexibility and team working are essential.
Main Duties and Responsibilities:
As a key member of the Senior Management Team, you will be expected to:
- Organise the DHM’s diary, in line with her/his priorities
- Co-ordinate and organise the DHM’s paperwork and briefings (for meetings, events, travel).
- Liaise with all other Embassy sections to ensure smooth running of the Embassy in line with senior leadership priorities.
- Write/send Notes Verbales to Ministry of Foreign Affairs to request senior level calls.
- Handle telephone enquiries, mail, invitations and correspondence, including liaising with senior contacts from the Egyptian government, other Embassies and public life, including Ministers and CEOs.
- Manage and maintain a contacts database.
- Respond to staff queries and support the DHM in her/his management duties.
- Support the Ambassador’s diary and office management as required, including deputising for the Ambassador’s PA.
- Manage the embassy’s Arabic language training contract.
- Coordinate internal communications in the Embassy, in Arabic and English, including ensuring that Embassy committees, groups and campaigns are properly communicated to all staff in a timely and effective way. Act as Secretary to some of these committees, including the Senior Management Board
- Seek specific feedback on internal communications through targeted staff surveys.
- Organise a regular internal communications meeting to ensure integration of internal Embassy communications between meetings and newsletters.
- Direct line management of one staff.
- Help deliver significant technological improvements to manage resources and business processes, again taking much of the transactional tasks from the wider mission, modernising, delivering, managing and improving without supervision or prompting.
- Identify risks and issues before they occur, consider and suggest ideas for improvements, and share recommendations for improvements with the SLT in a clear and constructive manner. Again, very much a proactive role as opposed to acting only on a set of defined instructions.
- Expect a change in the nature of their contact building locally with host government and local missions.
- Expect some level of relationship building which would help Post deliver on their objectives, rather than first “points of contact” used solely to obtain information.
The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required. The job description may be reviewed to meet changes in business needs.
Key Competencies:
- 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.
- 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.
- 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.
This is a busy PA position with a varied workload. The job requires professional experience, strong interpersonal and organisational skills. Enthusiasm, a positive attitude and a willingness to learn are also essential.
The successful candidate must be able to manage her/his own and the DHM’s time effectively, to use initiative and be able to communicate clearly, both orally and in writing in English. S/he must also be able to plan ahead, prioritise, and organise a busy (and constantly changing) diary. Flexibility and team-working are essential.
The skills/attributes of the successful applicant will include:
- Excellent communications skills in English and Arabic both verbal and written
- Prioritising in a busy work environment, working alone with minimum supervision, delivering to deadlines
- Strong IT skills – in particular Microsoft Excel and Word
- Good knowledge of Foreign & Commonwealth Office (FCO) and British Civil Service an advantage but not essential.
Leading and Communicating, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace
22 August 2020
B3 (L)
Fixed Term, Full-time
36
12 months
Middle East & North Africa
Egypt
Cairo
British Embassy
1
1,343.81
1 October 2020
Working Conditions and Remuneration:
The position is B3 (L) and the Gross Salary is USD 1,343.81 per month subject to insurance and tax as per the usual regulations based on a 36 hours per week. Working from home is offered as well as flexible hours based on agreement with Line Manager and operational needs.
No accommodation and relocation expenses are payable in connection with this position.
We offer a competitive package including medical benefits, performance related bonus, recreational facilities, opportunities for job related training & development, etc. This is for a full time employment, on a fixed term basis for one-year.
The British Embassy is committed to helping staff develop in their careers through formal and informal training and coaching. A healthy and active Learning & Development committee supports staff in their goals. In addition, we have access to the substantial amount of resources that the Embassy and UK Foreign & Commonwealth’s Diplomatic Academy provides.
Eligibility:
The successful candidate must have the right to live and work in Egypt.
How to Apply:
The British Embassy Cairo welcomes applications from women. We are an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Interested applicants please attached the following documents to your online application:
- An updated Curriculum Vitae
- A covering letter stating why you feel you have the necessary skills and competences to apply for the role.
- A completely filled out online application form. Kindly ensure that concrete examples of each competences are provided on the application summary section of the form.
The closing date for applications is 23:55 (Local Time) 22 August 2020.
Please note that incomplete applications or applications received after the stated deadline will not be taken into consideration.
Due to the large amount of applications, we receive only those shortlisted for the interview will be contacted.
The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security-vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances. Staff recruited locally by the British Embassy are subject to Terms and Conditions of service according to local Egypt employment law.
Personal data collected will be treated in strictest confidence under the terms of the UK Data Protection Act and used for recruitment purposes only.
The British Embassy Cairo is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staffs recruited locally by the British Embassy are subject to Terms and Conditions of service according to local Egypt employment law.
Apply Here
.png)