Auh - Administrative & Diary Officer to Hma / Dhm &

4 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 Administrative & Diary Officer to His Majesty’s Ambassador (HMA), Deputy Head of Mission (DHM) and Deputy Consul General (DCG). This is for a fixed-term contract of two (2) years.

The jobholder will provide outstanding diary support to His Majesty’s Ambassador, Deputy Ambassador and Deputy Consul General. The role-holder will need to have strong organisational skills, able to multi-task and prioritise issues. They will have good inter-personal skills, building effective relationships with the Embassy, colleagues in the Embassy in Dubai and external contacts.

The Administrative & Diary Officer function will sit at the heart of a newly expanded central Executive Office team, akin to a Private Office and Secretariat. This team will provide and coordinate enhanced strategic support to the UAE Senior Leadership Team (SLT) across a variety of issues including Post strategy and leadership, governance and oversight of delivery, coordination of external engagement and hospitality, corporate culture and change management. The Administrative & Diary Assistant will ensure the office provides excellent internal and external customer service and will support the Chief of Staff and Executive Assistant to deliver an efficient and effective Private Office.

**Duties and Responsibilities**
- Day to day management of Senior Leadership Team’s diary and daily / weekly programmes. Prioritising of invitations. Forward planning for meetings, events etc, liaising with team to organise events and commission necessary briefings; pulling together relevant papers for the Ambassador’s appointments; organising travel.
- Management of Ambassador’s travel and entertainment budget and corporate credit card claims.
- Manage appointments with UK government, diplomatic community and international organisation contacts
- Ensure the SLT are fully briefed and prepared for upcoming events and meetings, coordinating with the relevant Embassy teams;
- Ensure the Residence, Transport, Security and Corporate Services are kept regularly updated on the Ambassador’s Programme.
- Organise and assist with Embassy hosted events, including part of the annual Remembrance Day service, and supporting large set piece events such as the King’s Birthday Parties.
- Support the organisation and coordination of small to medium events in the Residence including issuing invitations, collating responses and liaising with the Residence Coordinator on the event setup and delivery.
- Take board and meeting minutes such as the weekly Chancery meetings, and quarterly Post Security Committees and Country Boards;
- Manage invites, seeking advice from relevant experts on attendance.
- Maintain the Private Office Contacts Database in Outlook and Teams and pro-actively keeping this up to date.
- Manage all mail addressed to the SLT from the general public. Requesting draft replies, chasing and monitoring responses to ensure replies are sent within the agreed time frame. Logging all incoming invitations and ensuring RSVPs are sent promptly. Scanning invitations/correspondence and forwarding to relevant departments for action.
- The above list is not exhaustive and the job holder will be required to be flexible and take on other ad hoc tasks as required, including participating in the Embassy emergency planning and any response to a crisis._

**Key Behaviours required**:
**Making Effective Decisions**:Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
**Delivering at Pace**: Take responsibility for delivering timely and quality results with focus and drive.
**Communicating and Influencing**: Take responsibility for delivering timely and quality results with focus and drive.
**Working Together**: Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.

**Eligibility**:

- Applications will only be considered from those who are currently residing in the UAE and with a current and valid UAE resident visa.
- Applicants must be available in a full time capacity to work on site at the British Embassy Abu Dhabi - these are not part time positions or available for remote working.
- Applicants must be able to obtain a valid UAE police clearance certificate.

Essential qualifications, skills and experience
- Previous experience as a Personal Assistant to a senior leader in a large organisation or with a government body.
- 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 planning and organisational skills. Ability to work quickly and reliably with limited supervision, and able to prioritise a heavy workload and meet deadlines without comprom

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