Executive Assistant to the UK Military Representative to NATO (BEL24.455)

Executive Assistant to the UK Military Representative to NATO (BEL24.455)

United Kingdom Joint Delegation to NATO

Brussels, Belgium

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 identity, 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. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.

Job Category: UK Mission
Job Subcategory: UKDEL (UK Delegation to NATO)

Job Description (Roles and Responsibilities)

An overview:

NATO is a political and military alliance. Since its creation on 4 April 1949, the transatlantic Alliance has grown from 12 founding members to 32 member countries, all working together to keep our people safe. The UK’s Delegation to NATO is a joint organisation, comprising FCDO diplomats, FCDO local staff, MOD civilians, and military officers. We are all part of one team, working to the same mission.

The United Kingdom’s Joint Delegation to NATO (UKDEL) is the vital link between the UK Government and the North Atlantic Treaty Organisation. Its principal roles are to promote British interests in NATO and to keep UK Ministers and Government Departments informed about NATO discussions. It is now looking for an Executive Assistant to the UK Military Representative to NATO & EU (EA).

The Executive Assistant to the UK Military Representative to NATO & EU works in the Private Office of the Military Representative, co-leader of the UK Delegation. The EA to the MILREP works alongside military personnel as part of the MILREP Office, giving them exposure to a wide range of working practises and environments.

The EA will provide diary, secretarial and general office support to ensure the smooth running of the MILREP office. You will be a confident, approachable and professional colleague who can work independently in a high-profile, fast-paced environment. Flexibility, calmness under pressure, attention to detail, and discretion are required at all times.

The role entails:

• Managing the diary of the MILREP, including organising meetings and calls;
• Leading on the hospitality calendar, organising official hospitality and a range of working breakfast/lunches/dinners;
• Monitoring, preparing and managing incoming and outgoing correspondence;
• Organising visit programmes for a range of senior and high-profile guests. On the day assisting with escorting senior military and diplomatic visitors;
• Organising meetings including booking and setting up of rooms;
• Providing general office and administrative support as required as part of the Private Office teams, including information management and record keeping;
• Requirement to be in the office to arrange in person briefings, meet guests and organise printing.

Please note that the job requirements may change over time.

Resources managed (staff and expenditure):

• Hospitality budget;
• Gifting register;
• Travel and subsistence;
• HR reporting tracker spreadsheet.

Essential qualifications, skills and experience

Our ideal candidate has:

• Have proven previous office experience, preferably at a senior level, with associated time management skills, for yourself and the Principal;
• Proven ability to work autonomously, support others and deliver results, including in a fast-paced and changing environment;
• Proficiency in English (Minimum of level C1 according to the Common European Framework of Reference for Languages*);
• Possesses strong communication, interpersonal and team working skills;
• Have strong IT skills, with sound working knowledge of Microsoft Office;
• Have an open and flexible approach, drawing on the skills and experience of others to improve results;
• Attention to detail;
• Excellent administrative and organisational skills with proven ability to plan and prioritise tasks, making necessary adjustments to own workload;
• Discreet, confident and professional in communicating with people at all levels; and
• Be prepared to start early and/or work late on occasions.

Desirable qualifications, skills and experience

Good to have:

• Proficiency in French (Minimum of level C1 according to the Common European Framework of Reference for Languages*);
• Experience of working with or for the military or a strong desire to learn about military life;
• A keen interest in NATO’s work.

Required behaviours

• Changing and Improving, Delivering at Pace, Managing a Quality Service, Working Together.

Application deadline: 5 January 2025
Grade: Administrative Officer (AO)
Type of Position: Full-time, Permanent
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Type of Post: UK Delegation
Number of vacancies: 1
Salary Currency: EUR
Salary: 4,416.29
Type of Salary: monthly
Start Date: 1 March 2025

Other benefits and conditions of employment

This is a full-time, permanent contract for 5 working days (36.25 hours net) per week.

The monthly gross salary for this position is €4,416.29 at AO level. In addition, we offer an extensive salary package, which includes a 13^th 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.

Working patterns: 36.25 hours per week: (shift pattern to be agreed with Line Manager; e.g. 0800-1600 (early shift)/1000-1800 (late shift).

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Additional information

Please note 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.

Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR.

Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

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