Private Secretary to Her Majesty's Ambassador (42/19 ADD)

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.

Job Category:  Foreign and Commonwealth Office (Operations and Corporate Services)

Job Subcategory: Private Office

Job Description (Roles and Responsibilities)  

Main purpose of job:

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

The position works directly with the Ambassador (HMA) and the Deputy Head of Mission (DHM), providing a range of support services to them and managing the Private Office and the HMA’s Residence.

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.

Roles and responsibilities:

Management of the Private Office and the HMA’s Residence:

• Manage and ensure the smooth running of the HMA’s Private Office. Management responsibilities for the PA to the HMA and the PA to the DHM.

• Management of the HMA’s Residence including the line management of the Residence Manager. Including the managing and overseeing the organisation of all events (including meetings) at the Residence and liaising with HMA, the Residence Manager and the spouse of the HMA on all events taking place at the Residence.

• Manages the budget and forecast for the HMA, DHM and the HMA’s Residence.

• Support the One HMG Leadership Committee including the preparation of paper for meetings, taking minutes and ensuring that action points are completed/updated.

• Maintain up to date contacts lists and coordinate guest lists for official events including Queen’s Birthday Party and Remembrance Day Events.

• Work with visits leads across government departments to help plan and prepare for official visits.

• Maintain an accurate and accessible electronic and manual filing system in the Private Office. 

Private Secretary to the Ambassador and Deputy Ambassador: 

• Organise and manage HMA and DHM ‘s 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 and DHM are 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 HMA and DHM‘s correspondence and draft responses, including notes verbales and letters.  Quality control of drafts submitted for HMA and DHM’s approval so that deadlines are met and work flows efficiently.

• Strategic planning and organising of the HMA and DHM’s UK and regional visit programmes and including making travel and other logistical arrangements.

• Maintain up to date contacts lists and coordinate guest lists for official events including Queen’s Birthday Party and Remembrance Day Events.

• Work with visit leads across government departments to help plan and prepare for official visits.

• Co-ordinating British Embassy’s representation at ceremonial events and receptions. 

Resources managed:

• Direct line management of 3 members of staff and oversight of 5 further members of staff.

• Oversight of budget up to £100,000.

  Essential qualifications, skills and experience  

• Previous experience of PA or administrative work.
• An excellent standard of written and spoken English.
• Excellent computer keyboard skills, including familiarity with the MS Office suite of programs.
• The ability to work quickly and reliably and to deliver at pace with limited supervision.
• Excellent self-management and organisational skills.
• Excellent team work and interpersonal skills.
• Ability to work in a high pressure, high workload environment.
• Flexible and positive approach to working in a forward thinking, modern and motivated

Desirable qualifications, skills and experience  

Experience of working for the UK government, another government or a big organisation.

Line management experience.

Budget management experience.

Required competencies  

Making Effective Decisions, Leading and Communicating, Collaborating and Partnering, Delivering at Pace

Application deadline:  30 December 2019

Flexible and positive approach to working in a forward thinking, modern and motivated organisation.

Grade:  B3 (L)

Type of Position:  Permanent

Working hours per week:   36

Region: Africa

Country/Territory:  Ethiopia

Location (City): Addis Ababa

Type of Post: British Embassy

Number of vacancies:  1

Starting monthly salary: ETB 20,298.75

Start Date:  15 January 2020

Other benefits and conditions of employment  

Learning and development opportunities:

The British Embassy promotes a learning and development culture. Training for all aspects of the job will be available and a wide variety of personal development training opportunities available to all Embassy staff.

Working patterns:

Annual Leave and Public Holidays:

Locally engaged staff of all grades will be entitled to paid annual leave as follows:
Up to 2 years 22 days
After 2 years services 25 days
After 5 years services 30 days

In addition to annual leave, the British Embassy observes up to a maximum number of 14 Ethiopian, British and Religious public holidays each year. A list of such Embassy holidays will be published each year. Office Staff required to work on these holidays will be granted time off in lieu or overtime where circumstances permit.

Essential qualifications, skills and experience  

Previous experience of PA or administrative work.

An excellent standard of written and spoken English.

Excellent computer keyboard skills, including familiarity with the MS Office suite of programs.

The ability to work quickly and reliably and to deliver at pace with limited supervision.

Excellent self-management and organisational skills.

Excellent team work and interpersonal skills.

Ability to work in a high pressure, high workload environment.

The job is not suitable for flexible working patterns, as it will be necessary to interact with staff across the Embassy during normal Embassy working hours.

Occasional working outside normal Embassy working hours will be required to oversee events taking place in the evenings or weekends, for which time off in lieu or overtime will be offered.

Additional information