View Vacancy – Personal Assistant to the Ambassador, British Embassy Riga (LAT24.428)

Job Category

Foreign, Commonwealth and Development Office (Operations and Corporate Services)

Job Subcategory

Corporate Services Support

Job Description (Roles and Responsibilities)

British Embassy Riga is part of a world-wide network of 230 Diplomatic Posts, representing British political, economic and consular interests overseas. British Embassy Riga is a dynamic, welcoming international working environment with staff from a range of backgrounds and experience.

We are looking for a Personal Assistant to the Ambassador to ensure the Ambassador’s and Embassy’s official engagements – events and visits – are well-organised in support of FCDO objectives.

An eye for detail and an ability to prioritise effectively will be key to success in this role. The jobholder will need to be able to produce work to a high standard under some pressure.

Roles and responsibilities:

Manage HMA Office and Agenda

Respond to requests for the Ambassador’s time;
Schedule meetings for the Ambassador;
Identify and resolve clashes;
Maintain a list of visits and events across the Embassy, particularly involving the Ambassador;
Convene and chair a monthly ‘Forward Look’ meeting so others’ plans fit with the Ambassador’s;
Support HMA and DHMs with interpretation, translation and – where necessary – providing visitors with refreshments;
More limited support for the DHMs/Charge i.e. making appointments and transport when they are representing or substituting for the Ambassador.

Correspondence

Draft, print and distribute material for the Ambassador;
Respond efficiently to emails sent to the Embassy’s general mailbox. This will involve; automating responses to low priority messages to save time.

Events

Organise key Embassy functions and events. This will include:
- Drawing up guest lists;
- Inviting guests and monitoring responses;
- Arranging venues and catering in partnership with the chef;
- Booking hospitality staff;
- Briefing the Ambassador, his family and Embassy colleagues;
- Attending events when necessary.
Invite guests for the King’s Birthday Party;
Arrange Embassy participation in external charity events (e.g. Christmas fair);
Lead on programmes for visiting VIPs, Ministers and senior officials;
Maintain a Calendar of Residence Events and Functions.

Corporate

Be a standing member of the Embassy social committee and King’s Birthday Party committee, as a liaison for the Ambassador;
Provide assistance in consular cases where necessary (as occasional backup to part-time vice-consul – training will be provided);
Manage the cleaning contractors operating in the Residence;
Become proficient in a ‘Crisis role’ (information and training to be provided).

Essential qualifications, skills and experience

Essential on arrival:

Experience of working in an office environment;
Excellent inter-personal skills: ability to effectively communicate with internal and external stakeholders, verbally and in writing;
Fluency in English and Latvian language, both verbal and written (minimum C1 level according to the Common European Framework of Reference for Languages*);
Precision in implementing tasks, meticulous attention to detail;
Organised, efficient, self-starter;
A positive ‘can do’ approach to work and the ability to work as part of a team;
The ability to work under pressure and to tight deadlines;
Good organisational and time management skills;
Discrete and understanding of confidentiality issues.

Desirable qualifications, skills and experience

Desirable:

Experience of international working;
Experience of event management;
Experience of financial management.

Required behaviours

Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together

Application deadline

28 November 2024

Grade

Executive Officer (EO)

Type of Position

Full-time, Permanent

Working hours per week

37.5 hours/week

Region

Europe, Eastern Europe & Central Asia

Country/Territory

Latvia

Location (City)

Riga

Type of Post

British Embassy

Number of vacancies

Salary Currency

EUR

Salary

2493 Euros (gross)

Type of Salary

monthly

Start Date

1 January 2025

Other benefits and conditions of employment

This is a full-time, permanent position. Working time is 37.5 hours per week (net).

Embassy provides all its employees the following benefits:

Two additional annual leave days on top of those mandated by law.
A combination of Latvian and UK public holidays – 14 working days-off per year.
Comprehensive Health Insurance that among others also includes dental care and sports.

The British Embassy has an active learning and development culture and there will be opportunities for informal training and shadowing. We offer a wide range of learning and development opportunities, including contract and programme management training, and broader learning linked to our International Academy.

The Embassy offers: job-specific training; job-shadowing/learning from more experienced colleagues in the network; five development days per year; a wealth of learning & development opportunities provided by the Foreign, Commonwealth and Development Office.

The British Embassy takes learning and development seriously. We have an active L&D Committee which promotes different ways of learning, as well as offering Diplomatic Academy sessions and bringing in formal courses. In this role in particular you will continue to develop your media engagement experience; develop (or acquire) diplomatic skills; enhance your leadership, policy, and problem-solving skills; and strengthen your team leadership. There will likely be opportunities for travel to London for training.

The successful candidate will be subject to professional background and security clearance.

Staff recruited locally by the British Embassy in Riga are subject to terms and conditions of service that are in line with the employment laws in Latvia.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Latvia and be prepared to ensure that right remains throughout the scope of the contract.

Additional information

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

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.

*The start date mentioned in the advert is only indicative. The date is flexible subject to the successful candidate clearing the Security checks and also based on their availability to join at the earliest.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/
To help us track our recruitment effort, please specify on the application/indicate in your cover letter where (nearmejobs.eu) you saw this job posting.

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