OMN - Receptionist (AA) - Urgent Hiring

We are searching for an organized OMN - Receptionist (AA) to join our awesome team at Foreign, Commonwealth & Development Office in Muscat Muscat Governorate
Growing your career as a Full Time OMN - Receptionist (AA) is an incredible opportunity to develop competitive skills.
If you are strong in leadership, communication and have the right personality for the job, then apply for the position of OMN - Receptionist (AA) at Foreign, Commonwealth & Development Office today!

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. Job Category Foreign, Commonwealth and Development Office (Operations and Corporate Services) Job Subcategory Reception Job Description (Roles and Responsibilities)

The British Embassy in Muscat is looking for a dynamic team-player to take up the position of Receptionist , job grade Administrative Assistant (AA) on a fixed term contract for one (1) year.

This role reports to the Corporate Service HR Officer.

Main Duties and Responsibilities:

Reception

Greeting and assisting visitors by verifying their identity, directing them to the appropriate sections, managing the telecommunications switchboard, active screening phone calls and handling enquiries via phone and email to ensure they reach the relevant staff members.

Ensures that the telephone list, tree and emergency phone list is regularly updated (removing / adding staff) and saved on a shared area.

Distributing and coordinating incoming/outgoing diplomatic bags along with incoming mail to/from all relevant departments.

Issuing dip note numbers for Embassy colleagues and maintaining the log.

Supporting meeting room and Embassy pool vehicle bookings for Embassy colleagues by managing official fleet cars maintenance, mileage and petrol consumption records.

Assisting the EA to HMA with social secretary duties, including coordinating invitation responses, managing RSVPs and guest lists, preparing menu and seating cards, liaising with the residence team in the EA's absence, and handling other ad hoc tasks as required.

Assist in event setups including but not limited to catering requirements, table set ups and any other aspects of event organization and delivery.

Assisting with the organisation of Embassy events/official visits which may require out of hours work and may include but not limited to working with security/estates team.

Updating official and diplomatic contacts on a regular basis.

Managing the procurement and distribution of stationery and cleaning supplies.

Managing the Embassy Annual leave chart.

Responsible for public address announcements.

Coordinating of arrangements regarding Embassy post closures and the Embassy Contact Information line.

Coordinating the organization of language training at post for staff and spouses.

Manage the Embassy enquiries mailbox – redirecting and responding as required in coordination with the EA to HMA.

Arranges ad hoc receptionist cover during own absence ahead of time.

Supporting the Corporate Services team for any additional requests.

Other administrative tasks as directed.

Health and Safety

To be a trained First Aider.

Maintains safe and clean reception area by complying with rules and regulations.

Controlling the main security airlock doors and opening/locking Embassy doors at the appropriate times.

Working with the Post Security Manager to complete periodic incident reporting and alarm testing.

Keeping information up to date on relevant channels including the Organogram and etc.

Assist with crisis activities as needed.

Finance and Procurement

Management of monthly reconciliation of cash box.

Supporting Corporate Services team with raising procurement requisitions and receiving goods and services on HERA.

Providing support to Corporate Services team on validation of received utilities and phone bills by collating data in relevant spreadsheets to ensure the correct processing of payments.

Ordering business cards for all sections.

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

Key Behaviours:

The candidate will need to demonstrate the following behaviours and the values of who we are during the interview:

Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.

Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.

Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.

Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.

Our Values:

Wherever we work in the world, we share a set of values that guides our decision-making, sets standards for our behaviour and helps us deliver the UK's national interest internationally.

These values are underpinned by the (Integrity, Honesty, Objectivity, Impartiality) and complemented by values all One HMG colleagues bring from their own department, service or administration.

Essential qualifications, skills and experience

High standard of written and verbal English equivalent or exceeds IELTS score 7.0. Able to express ideas and messages clearly and concisely.

Minimum 3 years of experience in a similar position.

Proficiency of key Microsoft office elements (Excel, Word, Outlook, PowerPoint etc).

Holds a bachelor’s degree in business administration or any relevant qualification.

Self-starter and proactive.

High attention to detail with a strong work ethic.

Ability to pay attention to details.

Strong ability to multitask, take self responsibility.

Proven customer service skills coupled with an ability to handle difficult customers.

High measures of resilience and adaptability.

Flexible and positive approach to working in a forward thinking, modern and motivated organisation.

Numerate reliable and able to work under pressure.

Ability to work both in a team and autonomously.

Diplomacy and sensitivity when dealing with clients.

High level of confidentiality.

Excellent planning, organising and administrative skills.

Desirable qualifications, skills and experience

Proficiency in Arabic language skills.

Required behaviours Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together Application deadline 24 June 2024 Grade Administrative Assistant (AA) Type of Position Full-time, Fixed Term Working hours per week 35 Duration of Post 12 months Region Middle East & North Africa Country/Territory Oman Location (City) Muscat Type of Post British Embassy Number of vacancies 1 Salary Currency OMR Salary 674.36 Start Date 25 August 2024 Other benefits and conditions of employment

Eligibility:

If you are selected for this position, we will be able to employ you as long as you:

Hold a right to live and work in Oman.

The successful candidate will be required to transfer their visa under the Embassy's sponsorship.

Working Conditions and Remuneration:

The Embassy offers an attractive working environment and remuneration package for the role, including a non-negotiable salary of 674.36 Omani Riyals per month inclusive of all allowances; and use of on-site recreational facilities including a swimming pool and social club.

This position is for a full-time employment, on a fixed-term basis for one (1) year, subject to 3-month probationary period.

Conditioned working hours are 35 hours per week. Standard working hours are 0730 to 1430 Sunday to Thursday.

Holiday entitlement is 30 days per year (on a pro rata basis) following successful completion of a 3-month probation period. There are also national holidays determined annually by the Embassy, which usually total 14 days per year.

The FCDO offers a comprehensive L&D package via an internal learning platform. Specific L&D opportunities may be available, upon discussion with the Line Manager.

Employment in the advertised position is dependent on the potential employee having or acquiring valid UK security clearance. Security clearances can take several weeks to process. Inability to obtain a clearance will preclude employment. Loss of a security clearance at any time will lead to termination of employment.

Benefits of working as a OMN - Receptionist (AA) in Muscat Muscat Governorate:

● Company offers great benefits
● Advancement opportunities
● Competitive salary