View Vacancy – Executive Assistant and Support Officer (EST21.029)


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Foreign, Commonwealth and Development Office (Policy & Political roles)

Political

Due to COVID-19, you may experience some delay in the progress of this recruitment campaign. We are working hard to minimise any disruption. You may find more information in the Additional Information section below.

The British Embassy in Tallinn is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking to recruit an Executive Assistant – Support Officer.

The main purpose of the role will be to provide professional office administration and wider support for a visually impaired member of the Embassy Political Team to enable her to carry out fully her diplomatic responsibilities. The duties will be those of an Executive Assistant (EA) combined with offering personal sighted-guide assistance to the officer in her daily life in Tallinn. Regular travel within Estonia will be required, with occasional opportunities to support the officer at meetings and events within the Nordic Baltic Network. Some of this travel will require overnight stays.

Main duties and responsibilities

Diary and in-box management

  • Plan and manage the officer’s diary. Ensure a good understanding of key management issues, stakeholders to be engaged, and diarise accordingly. Organise meetings, external calls and escort visitors in the Embassy.

  • Assist the officer to manage her inbox as necessary to ensure the focus on the most important issues; filter, delegate and take actions as appropriate. Ensure good prioritisation and that urgent issues are actioned promptly.

  • Keep track of all actions commissioned or responsible for. Ensure clear direction about how and when actions are to be delivered, plans in place and regularly reviewed, and engage with action leads to identify any delivery challenges.

Routine duties

  • Scanning/copying or typing paper documents, press cuttings etc. Occasionally reading handwritten comments on documents and letters. Taking notes during meetings and writing reports to be used by the officer. Keeping good, accessible filing systems. Organising documents and papers so the officer easily retrieves them. Carrying out research for the officer and section they are working in, including from the internet, intranet, and other research tasks as required.

  • Making travel arrangements and bookings and processing claims.

Bespoke support

  • Provide sight-guided assistance to the officer in her meetings outside the Embassy and on regional visits. Assist her in identifying and meeting contacts at external networking events.

  • Help the Officer with her daily life, especially on arrival as she settles into life in Tallinn. This will include accompanying her to personal appointments, assisting with tasks such as supermarket shopping or getting to and from home to work in the darker months. The successful candidate will need to be flexible, helpful, and ready to adapt to changing circumstances and requirements as necessary.

  • As the Officer becomes more familiar with life in Tallinn, there will also be some opportunity for the Executive Assistant to be more involved in the substance of the political work covered.

  • Previous experience of Personal Assistant or Executive Assistant Support role.

  • Proficient level of English and Estonian both written and spoken, C1 level according to the CEFR framework*.

  • Ability to work flexibly and independently as necessary, including outside normal working hours (will be granted time off in lieu).

  • As the Officer will have a Guide Dog with her at all times, the Executive Assistant should be comfortable around large dogs.

  • Strong record of accomplishment of delivery.

  • Good time management skills.

  • Experience or knowledge of working in an Embassy or international organisation and/or Estonian political institutions and organisations.

  • Previous experience in a similar role would be na advantage.

Changing and Improving, Collaborating and Partnering, Building Capability for All, Managing a Quality Service




28 February 2021

A2 (L)

Full-time, Long Term Contract

40

Europe, Eastern Europe & Central Asia

Estonia

Tallinn

British Embassy

1

1,423.88




1 July 2021

This is a full-time fixed-term contract of 4 years to support the Officer during her posting.

For this particular role, we will arrange bespoke training or briefing with relevant Estonian and UK organisations who support visually impaired colleagues.

The annual leave entitlement is 20 working days per year pro rata and the Embassy enjoys an average of 14 public holidays per year.

The successful candidate will be subject to confirmation of a background check and security clearance.

All applicants should have the right to live and work in Estonia. The British Embassy does not sponsor for work permits. Staff recruited locally by the British Embassy in Estonia are subject to Terms and Conditions of Service according to local Estonian employment law.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Estonia and be prepared to ensure that right remains throughout the scope of the contract.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.

Information due to COVID-19:

  • You may experience some delay in the progress of this recruitment campaign and we are working hard to minimise any disruption;

  • Interviews will be done remotely if the existing situation determines this to be the right course of action;

  • Starting date may be delayed depending on circumstances at the time and it will be agreed with the selected candidate.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment  levels  please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

Please be aware that you will only be able to apply to vacancies for Local Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

To help us with our recruitment effort, please indicate on the application form /in your cover letter where (ngotenders.net) you saw this job posting.

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