View Vacancy – Political Assistant & Personal Assistant to Deputy Ambassador (TUR21.360)

The British Embassy in Ankara is part of a world-wide network representing British political, economic and consular interests overseas and is now looking to hire a Political Assistant & Personal Assistant (PA) to Deputy Ambassador (Deputy Head of Mission, or DHM).

The British Embassy is a busy post and plays a vital role in managing a bilateral relationship of growing importance across a range of UK interests (counter terrorism, trade, foreign policy, migration and humanitarian). The political section is looking for an assistant to help support this work.

This role will support the political team and the Deputy Ambassador (DHM).

The role is split into two elements: Political Assistant and Personal Assistant to the Deputy Ambassador. As Political Assistant, this role is the lynchpin of the political team and would help support the team to deliver effectively. As well as being a team player who treats others with respect and enjoys collaborating with a wide range of people, the successful applicant needs to be a self-starter with strong administration, organisation and communication skills. The ability to prioritise and problem solve under pressure is also important.

The job holder will also act as Personal Assistant to the Deputy Ambassador (DHM), including managing the DHM’s busy schedule, including travel, and setting up internal and external calls and meetings with senior interlocutors. Strong communication skills are vital to ensure the DHM’s day runs smoothly and that they get to meetings on time and prepared. There are often competing demands on the DHM, the jobholder should be able to help the DHM prioritise and manage their time effectively. Experience of supporting seniors is desirable.

Although the role is split into two elements, Political Assistant and Personal Assistant to the Deputy Ambassador, similar skills are required for both.

Main responsibilities will include:

Political Assistant

• This role is central to the work of the Political team, and as such will lead on team activities and engagement, including organising internal team events, such as away days, brainstorming sessions and team meetings, and rostering duty cover, and meeting chairs, and managing the leave planner for the team;
• This role will support the political team for meetings and travel arrangements, such as making appointments, arranging meetings, making payments/accounting, producing documents such as biographies, notes and reports. Drafting and sending Note Verbales to the MFA and keeping an up to date contact list. Ensuring the team’s online file management system is up to date, accurate and saved correctly;
• On behalf of the political team, organising the logistics for incoming working level visits, and supporting staff in their official visits around Turkey and internationally. This includes liaising with travel providers on flights, ensuring the necessary visa paperwork is in place, organising PCR tests, and transport and hotel bookings.

PA to DHM

• As PA to DHM, this role will support every aspect of DHM’s day to ensure their day runs smoothly. This role will lead on setting up external calls and meetings with senior interlocutors, and also lead on DHM’s internal and regional visits, with visit programme and travel planning skills necessary;
• Extensive diary management will be required to deconflict appointments, and a forward thinking approach to ensure DHM is prepared for meetings, with transport booked and briefing provided in a timely manner ahead of meetings;
• Supporting the DHM to engage across the Turkey Network, arranging regular internal meetings and calls, prioritising their time effectively, and coordinating regular drop in sessions;
• Most importantly, this role will ensure that the DHM has the tools necessary to perform successfully, including IT and phone support, printing, scanning and hospitality;
• This role will also provide cover for the Personal Assistant to the British Ambassador and help monitor, signpost and respond to emails from the public which have been sent to the Embassy account.

• Fluency in Turkish and English (both oral and written, minimum C1 level*);
• Excellent planning and organisation skills; able to deliver multiple priorities at the same time;
• Experience leading travel and visit programmes and delivering events;
• Ability to support a medium sized team and work effectively with senior interlocutors;
• Ability to behave in a respectful positive way, leaving good impressions of the UK Embassy, and persuading stakeholders to engage;
• Developing and maintaining a wide range of relevant contacts to support UK Embassy business;
• Proficiency in Microsoft Office tools particularly Outlook, Word and Excel;
• Proficiency in financial management;
• Three or more years’ experience working in an international/diplomatic organisation, or for senior business persons who travel regularly.