QAT - Executive Assistant, Planning and Coordination

Job Description (Roles and Responsibilities)

The British Embassy in Doha is part of a worldwide network that represents political, economic, security and consular interests overseas. We are looking for an Executive Assistant, Planning and Coordination , job grade Administrative Officer (AO) under the Department for Business and Trade (DBT).

The jobholder will work to the Deputy Director and will be well organised, numerate, flexible and willing to take on and learn new tasks in an often-fast-moving environment.

The role underpins the work of the DBT team in Doha by providing timely, high quality and accurate operational support and reporting across a range of key functions including budgetary control, event coordination, visit arrangements, marketing support and effective internal and external communications.

Duties and responsibilities:

• Day to day responsibility for ensuring operational budgets for the DBT team are maintained in an effective, timely and accurate manner and in according with best practice, with high quality reporting both to regional and UK networks.
• Coordination and planning of DBT team events, including close liaison with colleagues and wider Embassy events teams to ensure that planning and logistics are set and executed efficiently.
• Develop and maintain an effective contact management system, ensuring DBT team event lists and assets are correctly recorded and updated.
• Coordination of logistic arrangements for DBT-led VIP visits, including air travel, accommodation, surface transport and restaurant bookings.
• Delivery of effective internal and external communications, including social media output relating to DBT team events and visits and effective use of centrally sourced DBT marketing
• Support to ensure that the range of corporate functions including monitoring, evaluation and reporting of annual targets, team responsibilities and resources are dealt with in a timely and effective manner.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future and this would be at the discretion of the line manager or head of section. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis.

Candidates will need to demonstrate the following Key Behaviours and Diversity & Inclusion during the interview:

Key Behaviours

• Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
• Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
• Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
• Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.

Diversity and Inclusion:

The British Embassy Doha has a zero-tolerance approach to any form of bullying, harassment or discrimination and is fully committed to ensuring a safe and inclusive work environment for all.

We are committed to valuing diversity and to equality of opportunity. Our aim is to create and promote an environment in which all staff are treated fairly and with respect and feel able to contribute to the best of their abilities.

Essential qualifications, skills and experience

• Excellent and confident communicator in English, both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication and with an eye for detail.
• Motivated with experience of high-quality reporting ensuring deadlines are met.
• Detail driven individual with experience of managing budgets and organising logistics.
• Excellent interpersonal skills. Able to maintain a range of contacts to build effective working relationships, and work closely with senior staff and their contacts.
• Excellent organisational ability, with proven ability to manage, plan, and prioritise tasks and workload.
• Demonstrate initiative, adaptability and the ability to work flexibly both in a small team and individually with autonomy.
• Strong IT skills and literacy in Microsoft Office applications (MS Teams, Word, Excel, PowerPoint, and Outlook).

Desirable qualifications, skills and experience

• Experience of managing external communications.

Required behaviours

Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together

Application deadline

23 June 2024

Grade

Administrative Officer (AO)

Type of Position

Full-time, Fixed Term

Working hours per week

38

Duration of Post

24 months

Region

Middle East & North Africa

Country/Territory

Qatar

Location (City)

Doha

Type of Post

British Embassy

Number of vacancies

1

Salary Currency

QAR

Salary

12,869 plus a transportation allowance of 800

Start Date

25 August 2024

Other benefits and conditions of employment

Eligibility:

Applicants must already reside in Qatar and hold the right to live and work there, including those either under spouse sponsorship or be able to transfer an existing sponsorship to the British Embassy. If sponsorship transfer is required, all sponsorship incurred fees shall be borne by the successful applicant. The Embassy cannot guarantee how much cost or time it may take for the process to complete.

Working Hours and Remuneration:

The British Embassy offers a competitive remuneration package, including non-negotiable salary of QR 12,869 per calendar month and transportation allowance of QR 800 per calendar month, paid in arrears. No accommodation and relocation expenses are payable in connection with this position.

This position is for a full-time employment, on a fixed-term basis for two (2) years, subject to six (6) months’ probationary period.

Conditioned working hours is 38 hours per week. Embassy working hours are 7:30 a.m. to 3:30 p.m. from Sundays to Wednesdays and 7:30 a.m. to 1:30 p.m. on Thursdays. Due to the nature of the role, some out of hours’ work, including evenings and weekends, may be required from time to time to support events, conferences, and other business engagement.

The Embassy supports flexible working including working from home for some part of the working week and is committed to helping its staff maintain a healthy work life balance.

The Embassy has an active Continuous Professional Development Committee, and the whole of Post is committed to providing the time and resources for staff to develop professionally. The 70/20/10 learning, and development model is applied flexibility, with both internal and formal opportunities readily available.

The successful candidate will need to commence security clearance procedures through the Embassy and will be required to have or obtain the appropriate security clearance before employment commences and maintain this clearance throughout the period of employment.

Additional information

How to apply:

Interested candidates must include 1) an updated Curriculum Vitae (CV) 2) motivation essay, in the relevant sections of the online application form, 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.

Closing date of receiving applications is before 23:55 (Local Time) on 23 June 2024.

Applications received after the stated deadline will not be considered.

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

Process:

The recruitment process, including security clearance, is expected to take around 2-3 months. The security clearance process includes checks available in country and with UK, dependant on the security level required for the role and the candidate’s 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, medical clearance, and reference checks.

The British Embassy Doha is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy are subject to Terms and Conditions of service according to local Qatari employment law.

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.

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