Personal Assistant to DHM & Deputy Permanent Representative to the African Union (DPR to AU) A2 (L) (47/19 ADD) 

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category:  Foreign and Commonwealth Office (Operations and Corporate Services)

Job Subcategory:  Private Office

Job Description (Roles and Responsibilities)  

Main purpose of job:

We are seeking an enthusiastic individual with excellent organisational and interpersonal skills to be part of our very busy mission. Working as a Personal Assistant to both the Deputy Head of Mission (DHM) in Ethiopia (50%) and to the Deputy Permanent Representative (DPR) to the African Union (50%). It is an interesting and varied role, with the opportunity to gain valuable experience of UK policy and also gain insight into the work of the British Government in Ethiopia and across Africa.

The jobholder is required to make the most effective use of the DHM and DPR’s time, managing their diaries, prioritising and preparing work, and coordinating contributions from teams across the network. Good organisational skills, strong judgement about priorities, and excellent inter-personal skills are all key, as well as strong personal skills to act as an effective interface between senior leadership.

The working environment is face paced; flexibility and an ability to juggle competing priorities is key. The successful candidate will have excellent ICT skills, fluent 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 Mission as well as external agencies. Teamwork is essential and you may be called upon to cover for other staff or help where required. The successful candidate must be willing to undergo security clearance.

 Roles and responsibilities:

Diary Management for DHM and DPR

• Organising meetings in accordance with DHM/DPR objectives and priorities
• Maintaining an effective bring-forward system for diary papers
• Organising visitor entry to the Embassy Compound

 Contacts Management

• Liaison with senior Ethiopian Government, AU and other officials to arrange meetings for DHM and DPR
• Maintaining relationships with counterparts at other Embassies, Ethiopian Government and other relevant organisations to ensure DHM, DPR and the Embassy has relevant up to  date contacts in those organisations
• Maintaining and updating the Chancery and AU contacts list, particularly for DHM and DPR contacts

Organising briefing for internal and external meetings and events; ensuring that DHM and DPR are well prepared ahead of time:

• Active pursuit of briefing papers from Embassy colleagues
• Collating briefing from different departments within the Embassy in an easy readable format.
• Preparing documents
• Managing correspondence on behalf of DHM and DPR
• Handling internal and external telephone calls to DHM and DPR
• Handling incoming and outgoing mail for DHM and DPR
• Formatting and amending correspondence from other sections on behalf of DHM and DPR
• Drafting Note Verbales and letters on behalf of DHM and DPR

 Travel arrangements

• Booking flights and accommodation on behalf of DHM and DPR
• Arranging visit programmes for DHM and DPR trips within Ethiopia and overseas
• Ensuring that DHM and DPR has valid visas, advances, and documentation for overseas visits
• Liaising with Protocol Officer, Security Manager and relevant Embassy departments and to ensure procedures are followed

 General Admin

• Typing, scanning, photocopying documents
• Arranging video and telephone conferences
• Taking minutes at meetings as required
• Maintaining effective electronic and paper filing systems
• Registering of documents on behalf of DHM and DPR
• Cascading information on behalf of DHM and DPR to internal and external colleagues

Budget monitoring and forecasting

• Management of DHM and DPR’s travel budget
• Forecasting future expenditure on DHM and DPR’s yearly travel budget
• Management of DHM and DPR’s Expenses

 Miscellaneous

• Working closely with Private Secretary to HMA to jointly provide Private Office cover
• Maintaining good relationships with contacts including Ethiopian Government officials, other Embassies, Partners Across Government etc.
• Involvement in organisation of high profile visits by VIPs/ Delegations
• Involvement in organisation of key Embassy events including the Queen’s Birthday Party
• Ad hoc requests from DHM and DPR and Private Secretary

Resources managed (staff and expenditure): 

DHM and DPR’s travel budget

Essential qualifications, skills and experience  

• Previous experience of PA or administrative work.
• An excellent standard of written and spoken English.
• Advanced computer keyboard skills, including familiarity with the MS Office suite of programs.
• The ability to work quickly and reliably and to deliver at pace with limited supervision.
• Excellent self-management and organisational skills.
• Excellent team work and interpersonal skills.
• Ability to work in a high pressure, high workload environment.
• Flexible and positive approach to working in a forward thinking, modern and motivated organisation

Desirable qualifications, skills and experience  

• Amharic language skills
• Experience of working for the UK government, another government or a big organisation.
• Budget management experience

Required competencies  

Making Effective Decisions, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace

Application deadline:  10 January 2020

Grade: A2 (L)

Type of Position: Permanent

Working hours per week:  36

Region:  Africa

Country/Territory:  Ethiopia

Location (City): Addis Ababa

Type of Post:  British Embassy

Number of vacancies:  1

Starting monthly salary:  ETB 17,292.41

Start Date:  3 February 2020

Other benefits and conditions of employment  

Learning and development opportunities (and any specific training courses to be completed):

The British Embassy promotes a learning and development culture. Training for all aspects of the job will be available and a wide variety of personal development training opportunities available to all Embassy staff.

Working patterns:

Normal working hours are 08:00 - 16:45 Monday to Thursday and 8:00 – 13:00 on Fridays.  The successful applicant will occasionally have to work extended hours to support the needs of the DHM and DPR to AU.

Occasional working outside normal Embassy working hours will be required to assist with the events taking place in the evenings or weekends, for which time off in lieu or overtime will be offered.

Additional information  

Annual Leave and Public Holidays:

Locally engaged staff of all grades will be entitled to paid annual leave as follows:
Up to 2 years 22 days
After 2 years services 25 days
After 5 years services 30 days

In addition to annual leave, the British Embassy observes up to a maximum number of 14 Ethiopian, British and Religious public holidays each year. A list of such Embassy holidays will be published each year. Office Staff required to work on these holidays will be granted time off in lieu or overtime where circumstances permit.