The British Embassy in Muscat has a vacancy for a Receptionist, job grade Administrative Assistant (AA), on a fixed term contract for one (1) year.

The successful candidate will support the efficient operation of the British Embassy Muscat by delivering a professional, customer-focused reception service and providing administrative support across the Corporate Services functions.

The jobholder will act as the first point of contact for staff, visitors and stakeholders, ensuring the smooth coordination of reception, administrative, financial and governance activities. Working as part of the Corporate Services team, the role contributes to the effective management of records, budgets, procurement, business continuity and corporate processes, helping to maintain a professional, well-organised and efficient working environment for all Embassy staff and visitors.

Reports to the HR Officer.

Main Duties and Responsibilities:

Reception (70%)

• Greeting and assisting visitors by verifying their identity, directing them to the appropriate sections, managing the telecommunications switchboard, active screening phone calls and handling enquiries via phone and email to ensure they reach the relevant staff members.
• Supporting meeting room and Embassy pool vehicle bookings for Embassy colleagues by managing official fleet cars maintenance, mileage and petrol consumption records.
• Ensures that the organogram, telephone list, tree and emergency phone list is regularly updated (removing / adding staff) and saved on a shared area.
• Assisting with the organisation of Embassy events/official visits which may require out of hours work and may include but not limited to working with security/estates team.
• Issuing dip note numbers for Embassy colleagues and maintaining the log.
• Manage the Embassy enquiries mailbox – redirecting and responding as required in coordination with the Chief of Staff to HMA.
• Controlling the main security airlock doors and opening/locking Embassy doors at the appropriate times.
• Distributing and coordinating incoming/outgoing diplomatic bags along with incoming mail to/from all relevant departments. 
• Responsible for public address announcements.
• Working with the Post Security Manager to complete periodic incident reporting and alarm testing.
• Updating official and diplomatic contacts on a regular basis.
• Managing the procurement and distribution of stationery and cleaning supplies.
• Coordinating the organization of language training at post for staff and spouses.
• Supporting Corporate Services team as needed with raising procurement requisitions and receiving goods and services on HERA.
• Ordering business cards for all sections.
• Keeping all staff and other information up to date on relevant channels.
• Managing the Embassy Annual leave chart.
• Coordinating of arrangements regarding Embassy post closures and the Embassy Contact Information line.
• Manage the Corporate Services administration budget, including monitoring expenditure, maintaining budget records, and providing accurate monthly forecasts to support effective financial planning and budget management.
• Arranges ad hoc receptionist cover during own absence ahead of time.
• To be a trained First Aider.

Support (30%)

• Provide general administrative support to the Estates, GRO and wider Corporate Services team assisting with day-to-day operations and business activities.
• Support the Corporate Services team with raising Purchase Orders (POs), processing invoices and coordinating payments, helping to ensure suppliers are paid accurately and within agreed timescales.
• Support Corporate Services governance and administration activities, including maintaining committee membership lists, assisting with the periodic review and updating of Committee Terms of Reference, and ensuring related records and documentation remain accurate and up to date.
• Assist the Corporate Services team with the compilation and maintenance of VAT records and supporting documentation, assisting with VAT submissions and reporting requirements as needed.
• Support the Transport Manager with maintaining transport records and reviewing transport-related policies, procedures and operational documentation,
• Provide filing, archiving and records management support, including the secure retention and disposal of HR, Estates and Corporate Services documentation in accordance with information management and retention policies.
• Support the management of Corporate Services shared channel, folders and records by maintaining, updating and archiving documentation to ensure information remains current, accessible and audit ready.
• Support the implementation of audit recommendations, policy reviews and Corporate Services people plan initiatives, assisting with the coordination, tracking and completion of actions as required.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other responsibilities on an ad hoc basis, including participating in the Embassy’s emergency planning and any other response to a crisis affecting UK citizens. 

Key Behaviours:

The candidate will need to demonstrate the following behaviours and the values of who we are during the interview:

• Managing a Quality Service – Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Delivering at Pace – 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.
• Communicating and Influencing – Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.

Our Values:

The British Embassy Values (Trust, Respect, Integrity and One Team) are important in helping us to deliver for the UK internationally. Wherever we work in the world, we share a set of values that guides our decision-making, sets standards for our behaviour and helps us deliver the UK’s national interest internationally.

• Trust: Be reliable, open, and dependable in our actions and communications.
• Respect: Acknowledging each other’s skills, opinions, and experiences and honouring each other’s ideas, beliefs, and culture.
• Integrity: Taking responsibility for our decisions and actions and standing up for what is right, not what is easy.
• One Team: Being kind, helpful, supportive, open to challenge so that we can all work at our best towards achieving the same goal.

These values are underpinned by the UK Civil Service values (Integrity, Honesty, Objectivity, Impartiality) and complemented by values all One HMG colleagues bring from their own department, service or administration.

• At least two (2) years’ experience in a reception, administrative, customer service, office management or corporate support role.
• Excellent customer service and interpersonal skills, with the ability to interact professionally and courteously with visitors, staff and external stakeholders.
• Strong written and verbal communication skills in English Language – IELTS Overall Band 6.5 (or equivalent)
• Excellent organisational skills with the ability to manage multiple tasks, prioritise workloads and meet deadlines in a busy office environment.
• Experience of maintaining accurate records, databases, filing systems and administrative documentation.
• High attention to detail with a strong work ethic.
• High measures of resilience and adaptability. 
• Experience of providing administrative and business support services, including managing correspondence, coordinating meetings, maintaining trackers and supporting office operations.
• Able to work under pressure.
• Experience of financial administration skills, including experience supporting budget monitoring, procurement activities, invoice processing or record keeping.
• Highly proficient in Microsoft Office applications, particularly Outlook, Excel, Word and Teams, with the ability to use these tools confidently to manage communications, records, reporting and administrative processes.
• Ability to work independently, use initiative and exercise sound judgement while also working effectively as part of a team.
• Strong attention to detail and a commitment to maintaining accuracy, confidentiality and high standards of work.
• Flexible and adaptable, with the ability to support a wide range of Corporate Services activities and respond to changing business priorities.