View Vacancy – Protocol and Admin Officer

Main purpose of job:

You will provide essential administrative and logistical support to HM Ambassador (HMA), Deputy Head of Mission (DHM) and all UK diplomats in Panama (UKBS) as part of a small executive office. Working to HMA’s Executive Assistant (EA) and alongside the Community Liaison Officer (CLO), you will have responsibility for overseeing specific protocol and administrative procedures necessary for the arrivals and departures of 20+ diplomats; including as the main liaison with the Ministry of Foreign Affairs (MFA) Protocol department. You will provide a range of administrative support (drafting formal notes, minuting meetings, drafting and/or translating letters in English and Spanish, overseeing calendar appointments and taking phone enquiries) for HMA and DHM, including substituting for the head of the Executive Office during their leave. Line managing the 2x official embassy drivers and oversee the official transport diary.

Roles and responsibilities / what will the jobholder be expected to achieve?:

Admin – 40%

•                    Provide general admin support to DHM and HMA when needed (i.e.: scheduling meetings, drafting Minutes, etc.)

•                    Cover the Executive Officer, when on leave, taking care of HMA’s Office, through the Official Agenda and the Driver.

•                    In charge of Embassy Stationary purchases, inventory and stock.   Liaising with Corporate Service Manager (CSM) to ensure proper Budget is allocated.

•                    In charge of Petrol Maxi Flotas for official cars and UKBS, ensure statements are dealt in timely manner, and that reimbursement is done to the Embassy.

•                    In charge of Business Cards for all staff, with local provider.

•                    In charge of purchase of uniforms for staff, for Embassy – Polos, Residence: uniforms and for Driver: Shirts with logo, all in liaison with CSM to ensure sufficient Budget is available.

•                    Send the reminder to all Staff, UK, Hubs and other interested parties, on the Local Holidays, and/or when the Embassy will be closed.

•                    Supporting official events and receptions as required via managing guest lists and invitations delivery logistics.

•                    Liaise with Building Administration, ensuring proper official flag(s) fly as per Embassy request.

•                    To provide support to FCDO Services in the logistics and collection of Confidential Bags for Post and support the CLO with the logistics for the regular Diplomatic Bags.

Protocol – 50%

•                    Liaise with MFA – Maintain excellent relationships with Protocol and Panamanian Customs, to ensure Heavy Baggage and Unaccompanied Air Freight for UKBS are processed in timely manner, applying procedures that FCDO applies in the UK for incoming Panamanian Diplomats.

•                    Participate in VIP Visits to Post, liasing with local Government.

•                    Draft all necessary Official Letter, for DHM and HMA to MFA, Customs or any other local authorities.

•                    In charge of all Diplomatic Accreditations, ID, Driving License, Diplomatic Plates and Visas for all UKBS, managing paperwork and liaison with Protocol.

•                    Main Point of Contact for incoming shipments from UK, liaising with Customs, local suppliers (i.e.: DHL, Canal Movers) and MFA.

•                    Keep track of changes in travel measures affecting UKBS together with CLO

Line Management-10%

•                    Manage the performance of the 2x embassy drivers

Essential on arrival:

·       Over 3 years experience in Administrative support

·       Advanced knowledge in MS Office (Outlook, Excel, Word, PowerPoint, Teams)

·       Strong writing skills in both Spanish and English

·       Work under pressure

·       Team Work

·       Adaptable to changes

·       Native Spanish Speaker