OMN - Receptionist (AA) - Foreign & Commonwealth Office

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.

The jobholder will be the first point of contact for visitors and callers at the Embassy. This is a key public-facing role, pivotal in delivering outstanding customer service and supporting the broader embassy operations in Muscat. You will work closely with the Corporate Services team providing crucial administrative support to ensure smooth and efficient functioning of the Embassy.

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 UK Civil Service values (Integrity, Honesty, Objectivity, Impartiality) and complemented by values all One HMG colleagues bring from their own department, service or administration.

• 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.

• Proficiency in Arabic language skills.

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.

How to apply:

Interested candidates must include 1) an updated Curriculum Vitae (CV) 2) a motivation essay stating how you meet the requirements of the role; and 3) examples, in the relevant sections of the online application form, of how you meet the key behaviours and skills required.

Applications that do not include this information will not be considered.

Applications must be submitted before 23:55 Oman local time on 24 June 2024.

Applications submitted after the stated deadline will not be considered. Telephone applications and enquiries will not be accepted.

Internal candidates (i.e., those who are currently employed by the British Embassy Muscat) applying for this position should consider informing their current line manager upon submission of their application.

Process:

The recruitment process, including security clearance, is expected to take around two-three months. The security clearance process includes checks available in country and with UK, dependant on the security level required for the role and the candidates’ profile and UK footprint. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption.

Appointable candidates who were unsuccessful at interview may be placed on a ‘reserve list’. If during the reserve period of six (6) months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security-vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances and reference checks.

The successful applicant's employment will only be confirmed after the completion of any security clearance/checks. The checks can take several weeks to complete, and the applicant will only be employed if the UK security clearance is granted.

The British Embassy Muscat is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staffs recruited locally by the British Embassy are subject to Terms and Conditions of service according to local Muscat Employment Law.