Auh - Office Manager, Defence Section (Eo)

2 weeks ago


Abu Dhabi, United Arab Emirates Foreign & Commonwealth Office Full time

Job Description (Roles and Responsibilities)

The British Embassy Abu Dhabi has a vacancy for an Office Manager for the Defence Section on a fixed-term contract for three (3) years.

The jobholder will manage the Defence Section office and provide full administrative support to the Defence Attaché, Air Attaché, Assistant to Defence Attaché, and the wider UAE UK Defence Community, including, but not limited to:

- Management of the Defence Section Office;
- Coordinating programs for military visits (incoming and outgoing), meetings, and conferences in the UAE;
- Line manage the Defence Section Driver;
- Manage non-military affairs for all UK Military personnel based within the UAE.

Whilst this role concentrates on support for the Embassy’s Defence Section, the jobholder is also expected to work closely with a wide spectrum of other Partners Across Government (PAG) both within the Embassy and externally, including the UK-based Government departments and commercial companies operating within the UAE and other GCC nations.

**Duties and responsibilities**:

- **Management of Defence Section Office (~45%)**
- Support UK military personnel based in the British Embassies in Abu Dhabi and Dubai and the other various locations within the UAE, with day-to-day administration;
- Management of non-military affairs and administrative support of UK Military personnel based in Abu Dhabi and Dubai;
- Maintain diaries, organise meetings, and facilitate travel arrangements;
- Manage and update the Teams filing system;
- Corporate objective - to support the Embassy to facilitate management processes and Post One HMG delivered events.
- **Coordinate incoming visits (~35%)**
- Liaise with UAE authorities (Ministry of Defence, Ministry of Foreign Affairs [MOFA], and Ministry of Presidential Affairs [MOPA]) to facilitate visits and meetings in the UAE;
- Coordinate programs for military visits and meetings in the UAE;
- Receive and host visitors, including senior visitors and VIPs both in and outside the Embassy;
- Arrange programmes, logistics plans, accommodation, and transport.
- **Coordinate outgoing visits (~10%)**
- Coordinate Emirati military visits to the UK;
- Liaise with UK authorities to facilitate visas for Emirati military;
- Coordinate outward visits and travel of UK Defence Staff and ensuring value for money.
- **Day-to-day line management of the Defence Section Driver (~5%)**:

- **Events management (~5%)**: Organise social events both in the Embassy and at the Defence Attaché’s Residence which currently includes, but is not limited to, the King’s Birthday Party, Remembrance Day Service, and Annual Drinks Reception at the Defence Attaché’s Residence, ensuring value for money for events.

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.

**Eligibility**:
Essential qualifications, skills and experience
- Demonstrates advanced ability to communicate fluently and effectively in English, both orally and in writing. Able to write clear, concise, and accurate documents and letters on behalf of the Defence Attaché, Air Attaché, and Assistant to Defence Attaché.
- Excellent interpersonal skills. Able to maintain a range of contacts to build effective working relationships, and work closely with senior staff and their contacts.
- 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.
- Ability to understand competing priorities and make judgement calls on when to use own initiative to deal directly with enquiries and when to consult before taking decisions.
- Excellent team player with the ability to take a wider perspective and think outside the box.
- Initiative, adaptability and 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.

Desirable qualifications, skills and experience
- Experience working with/in the UK military or UK Civil Service.
- Experience working with Government and Military officials, Ministries, and Institutions, either in the UK or the UAE.
- Experience of working in a similar role either the public or the private sector in the UK or the UAE.
- Arabic language skills.
- Previous commercial experience, ideally in the UAE or in the Middle East.
- Required behaviours- Changing and Improving, Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together Application deadline Application deadline - day Application deadline - month Application deadline - year
- 10 August 2023

Grade
- Executive Officer (EO)

Type of Position
- Fixed Te



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