Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Private Office
Main purpose of job:
Working for Her Majesty’s Ambassador (HMA) to Mali and the Deputy Head of Mission (DHM), as their Personal Assistant is an interesting and varied role, with the opportunity to gain valuable insight into the work of the British Embassy in Mali following the deployment of British troops to MINUSMA.
Supporting the Ambassador and DHM will give you the opportunity to demonstrate your excellent organisational and interpersonal skills. The working environment is face paced; flexibility and an ability to juggle competing priorities is key. The successful candidate will have excellent ICT skills, good English (both oral and written), and be able to work unsupervised; a proactive approach to work is essential.
The jobholder will be expected to work closely with all members of the Embassy, as well as external agencies and stakeholders. Teamwork and flexibility is essential. You may be called upon to cover for other staff or help where required. You will also have a key role in helping to organise inward visits of senior British officials to Mali.
Roles and responsibilities:
- Diary Management for Her Majesty’s Ambassador (HMA)
- Organising meetings for HMA and DHM as required.
- Liaison with HMA’s driver, close protection and Residence staff to ensure all necessary arrangements are in place to support engagements.
Contacts Management
- Liaising Malian Government and wider international community interlocutors to arrange meetings for HMA and DHM.
- Maintaining relationships with counterparts at other Embassies, Malian Government and other relevant organisations.
- Maintain, update and build contacts list.
Managing correspondence on behalf of HMA
- Handling internal and external telephone calls and mail for HMA.
- Drafting, formatting and amending correspondence on behalf of HMA.
Travel arrangements
- Booking official flights and accommodation on behalf of HMA and DHM.
- Arranging visit programmes for HMA and DHM official trips within Mali and overseas.
- Ensuring that HMA and DHM have valid visas, advances, and documentation for overseas visits.
- Liaising with Security Manager and the HMA Close Protection Team Leader and wider colleagues as necessary to ensure proper procedures are followed.
- Ensuring that the Ambassador’s driver is well briefed for internal trips.
Residence Management
- Liaise with the Residence cook, cleaner and wider Corporate Services (CS) team to ensure that the Residence is well-managed and fit for purpose. This includes notifying and liaising with the wider CS/Residence team to ensure timely repairs and replenishment of equipment and stock required to run the Residence.
- Maintain a forward look of events planned at the Residence, including potential visits, and ensure these are agreed with HMA in advance.
- Act as the focal point with wider Embassy colleagues and the Residence staff to ensure the smooth running of meetings/events at the Ambassador’s Residence.
General Admin
- Typing, scanning, photocopying documents.
- Arranging meetings.
- Taking minutes at Embassy meetings.
- Maintaining effective filing systems.
- Registering of documents on behalf of HMA and DHM.
- Cascading information on behalf of HMA to internal and external colleagues.
Budget monitoring and forecasting
- Management of HMA and DHM’s travel budget, including forecasting future expenditure.
- Management and processing of HMA and DHM Expenses.
- Carrying out monthly financial checks for Residence Imprest.
Miscellaneous
- Involvement in organisation of high profile visits by VIPs/ Delegations.
- Involvement in organisation of key Embassy events including the Queen’s Birthday Party.
- Updating gifts register for any HMA and DHM gifts.
- Ad hoc requests from HMA and DHM as required.
- PA Experience.
- An excellent command of written and spoken English and French.
- Strong organisational, communication, team-working, customer service and IT skills.
- Previous experience in working for a diplomatic mission is an advantage.
Making Effective Decisions, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace
13 January 2021
A2 (L)
Fixed Term, Fixed term, with possibility of renewal
35.5
12 months
Africa
Mali
Bamako
British Embassy
XOF 656,252 gross before Malian taxes plus XOF 53 000 guaranteed allowances (non taxable), paid 13 times per year
1 February 2021
Learning and development opportunities:
There is a wealth of Learning and Development (L&D) opportunities available to help staff pursue their professional development.
Working patterns:
Working hours are from 08:00 – 16:30 Monday to Thursday and 08:00 – 12:30 on Fridays (35.5 Hours)
- The British Embassy will never request any payment or fees to apply for a position.
- Employees recruited locally by the British Embassy in Bamako are subject to Terms and Conditions of Service according to local employment law in Mali.
- Please complete the application form in full as the information provided is used during screening.
- Please check your application carefully before you submit, as no changes can be made once submitted.
- All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
- Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link:https://www.gov.uk/government/publications/civil-service-competency-framework Please note: Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5.
- Reference checking and security clearances will be conducted on successful candidates.
To help us with our recruitment effort, please indicate on the application form /cover letter where (ngotenders.net) you saw this job posting.