Other British Government Departments (Partners across Government, including UK Visas)
MOD (Ministry of Defence)
The British Embassy in Riyadh has a vacancy for an Office Manager for the Ministry of Defence (MOD) Programme Management Office (PMO) Saudi Transformation for a fixed-term contract of one (1) year. The contract may be renewed depending on performance and operational needs.
The PMO is expected to offer advice on a wide range of issues, including strategic planning; internal and external relationships; implementation of best practise; departmental structures; responsibilities and collaboration and governance. It will be expected to draft departmental policies and to provide training and mentoring support as required.
This Office Manager role will allow the successful candidate to develop skills in programme delivery, financial reporting, and creating detailed visit programmes. The role offers the opportunity to develop skills and knowledge of the Ministry of Defence in Saudi Arabia. It would be an excellent career stepping-stone for anyone with an interest in Defence and Programme Management.
The role comes at an interesting time as the MOD supports the Saudi Modernisation Programme led by the Saudi Transformation Team. This role requires the jobholder to build relationships and work with colleagues across other government departments in Saudi Arabia and London at senior levels.
Duties and responsibilities:
– Operational Management
- Lead on writing, compiling, and facilitating a British Embassy ‘Induction Package and Welcome Pack’ for incoming UK advisors.
- Lead on programme schedules, coordinating and delivering on visit programmes and agendas.
- Serve as Visits Officer, with the responsibility for leading on all logistical arrangements for visits by senior officials and the TMO.
- Responsibility for outgoing visits to the UK by Saudi MOD personnel accompanied by UK advisors, including programme development and all logistical arrangements.
- Responsibility for information management on behalf of the PMO to help interpret TMO performance. Set-up and maintain a central record of programme activities and set-up and develop a contacts database.
- Lead on the relationship and establish close links and regular liaison with UK advisors, support services provider, PMO equivalent in the US Embassy, TMO, and Saudi MOD.
- Provide advice and support for incoming visits from the UK MOD, including programme governance.
- Co-ordinate across Embassy Teams such as Corporate Services, Security, Transport, and Chancery Teams to ensure logistical plans are in place.
- Serve as a key conduit within the Embassy’s Corporate Services Team and the Middle East and North Africa Regional Corporate Services Hub (MENA RCSH) on all operational matters including induction, platform issues, and co-ordination.
– Project Management
- Provide project support for the UK advisors, including but not limited to engaging and maintaining a relationship with UK consultants, supporting the placement of Saudi MOD personnel within the UK MOD, and the provision and management of training courses for Saudi personnel in the UK.
- Lead on ‘troubleshooting’ support for UK advisors as required, in coordination with the SSP where appropriate.
– Financial Management
- Lead on day-to-day management of the budget, producing monthly financial reports and ensuring audit compliance, and preparing all material for inspection by UK Defence and Saudi officials.
- Identify financial opportunities and recommendations for cost effective solutions related to programme expenditure.
- Timely processing of invoices and training-related expenses.
- Lead and manage on all project related provisions including stationary, IT, and providing solutions to transport requests.
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 response to a crisis.
Key competencies required:
- Managing a Quality Service – Valuing and modelling professional excellence and expertise to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. Effectively planning, organising and managing time and activities to deliver a high quality, secure, reliable and efficient service, applying programme and project and risk management approaches to support service delivery.
- Delivering Value for Money – Efficient, effective and economic use of taxpayers’ money in the delivery of public services. Seeking out and implementing solutions, which achieve the best mix of quality and effectiveness for the least outlay. Making decisions based on evidenced information and follow agreed processes and policies, challenging these appropriately where they appear to prevent good value for money.
- Collaborating and Partnering – Creating and maintaining positive, professional and trusting working relationships with a wide range of people within and outside the organisation to help get business done. Working collaboratively, sharing information appropriately, and building supportive, responsive relationships with colleagues and stakeholders, whilst having the confidence to challenge assumptions. Being approachable, delivering business objectives through creating an inclusive environment, encouraging collaboration, building effective partnerships including relationships with Ministers and welcoming challenge however uncomfortable.
- Delivering at Pace – Focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. Working to agreed goals and activities and dealing with challenges in a responsive and constructive way.
- Previous successful team co-ordination and office management experience.
- Previous budget and financial management experience with attention to detail.
- Collaborative approach to colleagues and stakeholder partnerships. Ability to develop and maintain a range of contacts, including with senior military personnel and civil servants (both serving and retired) to build effective working relationships.
- Excellent communication skills in English both verbal and written. Able to express ideas and messages clearly, concisely, and confidently, both orally and in written communication.
- Demonstrates courtesy and consideration in dealing with stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
- Excellent organisational ability with proven ability to manage, plan and prioritise task and workload and a proactive approach to problem solving.
- Proven ability to work autonomously, support others and deliver results
- Familiarity with Riyadh
- Very good level of IT skills and proficiency in using Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).
- 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 KSA.
- Experience of working in a similar role either the public or private sector in the UK or the UAE.
- Arabic language skills.
- Experience of visit organisation.
Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service, Delivering at Pace
29 August 2021
B3 (L)
Full-time, Fixed term, with possibility of renewal
35
Middle East & North Africa
Saudi Arabia
Riyadh
British Embassy
1
11,097.26
1 November 2021
Eligibility:
The successful applicant will be required to obtain the necessary security clearance. Higher clearances can be granted only to certain nationalities. For this reason, candidates must be of British, American, Australian, Canadian, or New Zealand nationality in order to gain the level of clearance required for this role.
The position is available to current holders of valid Saudi residence permits or transferable iqama. The successful candidate will be asked to transfer their sponsorship to the British Embassy.
Working hours and remuneration:
The Embassy aims to offer an attractive working environment and remuneration package for this role.
Salary details:
- Base Salary including Eid bonus – SAR 8,557.81
- Housing Allowance – SAR 2,139.45 (subject to eligibility)*
- Travel Allowance – SAR 400 (subject to eligibility)*
*Allowances are not payable to staff who receive official provision for such expenditure in some other form.
No accommodation and relocation expenses are payable in connection with this position.
Normal working hours for the Embassy are 08:00 to 15:00 Sunday to Thursday. This position is full-time, based on 35 hours per week.
The jobholder should be flexible in their approach to hours worked as these will also be dictated by operational needs and may involve working out of hours (evening and/ or weekend) to support visits.
The successful candidate will be subject to a 90-day probationary period.
How to apply:
Interested candidates must attach 1) an updated Curriculum Vitae (CV) and 2) a covering letter stating how you meet the requirements of the role.
Your application must also include examples of when you have demonstrated the required competencies in the Competence-Based Questions section of the online application form.
Applications that do not include these information will not be considered.
The closing date for applications is at 23:55 KSA local time on 29 August 2021.
Applications received after the stated deadline will not be considered.
Due to the large number of applications we receive, only those shortlisted for the next step in the recruitment process will be contacted.
The start date mentioned in the advert is an assumed 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, medical clearance and reference checks.
The British Embassy Riyadh is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy is subject to Terms and Conditions of Service according to local Saudi Arabia employment law.
To help us track our recruitment effort, please indicate on the application form /in your cover letter where (ngotenders.net) you saw this job posting.