Ambassador’s PA and Head of the Executive Support Team – British Embassy

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 identity, 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, Commonwealth and Development Office (Operations and Corporate Services)

Job Subcategory  

Private Office

Job Description (Roles and Responsibilities)

Application deadline:	4 September 2022
Grade:	Executive Officer (EO)
Type of Position:	Fixed Term
Working hours per week	38.5 hours
Region	Africa
Country/Territory	Sudan
Location (City)	Khartoum
Type of Post	British Embassy
Number of vacancies	1
Salary	USD 1,916.22 monthly
Start Date	1 October 2022
End Date	30 September 2024

This is a fantastic opportunity to gain exposure to working in a fascinating, high-profile and fast-paced Embassy on a diverse range of issues.  You will be at the heart of decision making, helping to facilitate the working of the Ambassador and Senior Leadership Team.

The post holder will lead the two-person executive support team which provides assistance to the Ambassador, Deputy Head of Mission, Development Director and Deputy Development Director. You will take personal responsibility for the Ambassador’s diary and oversee support to the entire Senior Leadership Team including various Embassy committees and Boards; and you will manage an administrative assistant. 

Roles and responsibilities: 

• Ambassador’s PA – proactively manage and organise the Ambassador’s diary. This includes the timely setting up of meetings; networking with other Embassy/official PAs to ensure the Ambassador has good access across Khartoum; engaging across all teams within the Embassy; processing invitations; prioritising requests for the Ambassador’s time; and maintain an up to date contacts database.
• Secretariat for key Embassy Committees and Boards – manage meeting logistics; commission and organise papers; take minutes; and maintain an action log.
• Management of an Administration Officer – who is responsible for DHM, DD and DDD diaries. You will provide cover for this role as necessary; and discussion division of work on your arrival.
• Cover for Residence Manager – engage regularly with the Residence Manager to ensure the smooth running of the Residence and the Ambassador’s diary; covering for the Manager during his absences.
• Other cross-Embassy support functions – for example, run the monthly staff Excellence Award; manage the monthly spot checks; coordinate Senior Leadership Team leave; oversee updates to the telephone tree.
• Interim HR and Finance Support – ahead of the merger of ex-FCO and ex-DFID finance and HR systems, you will be responsible for providing HR and Finance Admin support to the legacy-DFID OpEx team (processing invoices, updating the finance and HR system).
• Visit support – assist on logistics during high profile visits.

Essential qualifications, skills and experience  

• Excellent verbal and written English.
• Excellent Arabic communication skills.
• Able to work to tight deadlines, with good prioritization skills.
• Line management experience.

Desirable qualifications, skills and experience  

• Previous experience of working for senior manager (CEO level)
• Microsoft Excel, Teams, Word and PowerPoint skills.

Required behaviours  

Making Effective Decisions, Delivering at Pace, Communicating and Influencing, Working Together

Other benefits and conditions of employment  

Language requirements:

Language:  English and Arabic (highly desirable).

Level of language required:   Fluent English. Fluency in Arabic highly desirable.

Additional information  

• Please complete the application form in full as the information provided is used during screening.
• Please check your application carefully before you submit, as no changes can be made once submitted.
• The British High Embassy will never request any payment or fees to apply for a position.
• The current legacy DFID Terms and Conditions of Employment will apply to all internal locally employed staff on promotion and new entrants subject to local employment labour law. 
• All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
• The responsibility lies on the successful candidate to 1. Obtain the relevant permit, 2. Pay fees for the permit, 3. Make arrangements to relocate & 4. Meet the costs to relocation
• The British High Embassy does not sponsor visas/work permits except where it may be local practice to do so.
• Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
• Information about the Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles
• Reference checking and security clearances will be conducted on successful candidates.
• Current employees (CBS) transferring between departments need to obtain a new police clearance/certificate of good conduct to be successful appointed to the position.  
• Please log into your profile on the application system on a regular basis to review the status of your application.