Foreign, Commonwealth and Development Office (Policy & Political roles)
UKMIS (UK Mission to the European Union)
Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution.
The UK Mission to the European Union (UKMis Brussels) ensures the UK’s interests are promoted and explained to EU member states and the EU institutions. UKMis Brussels works on the full range of UK government business, with its staff drawn from a wide range of departments, agencies across Whitehall and Country Based colleagues.
The UK Mission to the European Union (UKMIS) is part of a world-wide network of 230 Diplomatic Posts, representing British political, economic and consular interests overseas and is now looking for a Personal Assistant/Diary Manager to two UKMis Counsellors (Deputy Directors). This will initially involve supporting the Economic Counsellor and Trade Counsellor, the job specification may evolve in line with business needs of the Economic and Trade Counsellors.
The job holder must be highly organised, forward thinking and able to work to a high degree of accuracy under time pressure. A team player is essential, as is flexibility to adapt to changing business needs. This may include assisting other sections in UKMis on an ad-hoc basis, as well as contributing to UKMis wider corporate life. Previous experience working as a Personal Assistant, Diary Manager or Office Assistant would be beneficial.
Main Duties and Responsibilities
- Office management and information flow: managing a wide range of aspects of the two Economic and Trade Counsellors’ (Deputy Directors) workload including: email inbox, diary, travel, finance, information flows, commissioning briefing for meetings, tracking actions, document creation, keeping records of meetings, and monitoring follow-up as necessary.
- Working with other stakeholders: Liaison with Cabinet Office, Foreign Office and other UK Government Departments: e.g. co-ordinating teleconferences and meetings in Brussels and London.
- Prioritisation: maintaining oversight of the two Counsellors’ priorities, arranging internal and external meetings on their behalf and providing strategic advice to ensure their time is being used appropriately to tackle issues as effectively and efficiently as possible and meet deadlines.
- Events & Visits: Providing support to the Comms & Visits teams in coordinating the participation of the Trade and Economic Counsellors in the UK Mission’s events and visits programme – online and in-person.
- Wider Business Support: Occasionally providing broader business support to UKMis trade and economic policy areas including on events, visits, IT support, internal communications and team coordination.
- Full professional proficiency in English, including excellent writing skills (written and spoken, minimum of C2 level for CEFR framework*);
- Excellent organisational and office management skills;
- Excellent interpersonal skills, team working skills and willingness to get involved in a variety of tasks;
- Good IT (Microsoft Office and Outlook) skills;
- Ability to think ahead, think strategically and act on own initiative;
- Discretion and good judgement.
- Previous experience of successful office management, diary management or as a personal assistant;
- Experience of co-ordinating and managing projects;
- Experience of dealing with senior management;
- Experience of budget management;
- Practical spoken French – ability to conduct straightforward phone conversations in French;
- Previous experience working in an international company or organisation, or in a governmental organisation.
Seeing the Big Picture, Making Effective Decisions, Collaborating and Partnering, Delivering at Pace
5 September 2021
A2 (L)
Fixed Term, Full-time
36.25
12 months
Europe, Eastern Europe & Central Asia
Belgium
UK Mission to the European Union (UKMIS), Brussels
UK Delegation
1
3,486.19 (gross)
18 October 2021
This is a 12 months full-time contract for 5 working days (36.25 hours net) per week. The monthly gross salary for this position is € 3,486.19, A2 level. In addition, we offer an extensive salary package, which includes a 13 month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.
Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.
Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.
The successful candidates will be subject to professional background checks and security clearance.
Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.
Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.
Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.
Please note, Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C1 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarize information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.
Please be advised 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.
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