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Työnimike: Executive Assistant to Ambassador & Protocol Lead

Työnkuvaus:
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, 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 Description (Roles and Responsibilities)

The British Embassy in Helsinki is part of a world-wide network representing British political, economic and consular interests overseas and is now looking for an Executive Assistant to Ambassador and Protocol Lead.

The Executive Assistant plays a key Embassy role in ensuring the efficient working of the Ambassador's office. This entails ensuring effective management of the Ambassador's diary and internal and external correspondence, arranging internal and external meetings and collating briefing. They also help arrange logistics for travel and events. The role is responsible for protocol issues for the arrival and departure of UK staff, as well as interaction with Finnish authorities on protocol more generally.

To deliver the job successfully, the Executive Assistant needs to have good organisational skills, the ability to develop and make good use of a network of contacts across a range of different fields (including government, politics, business and civil society). The ability to multi-task and work quickly under pressure, whilst keeping attention to detail, is also important. The role will also support the Deputy Head of Mission, especially when the Ambassador is absent. The role works closely with colleagues across the whole Embassy and the Nordic Baltic Network of UK Posts.

Main Duties and Responsibilities:

- Management of the Ambassador's office: this will include day-to-day management of the Ambassador's diary, arranging meetings with a range of senior stakeholders, as well as dealing with internal and external correspondence (including letters, briefing requests and invitations).
- Responsible for protocol issues: liaising with the Finnish authorities on protocol issues, including around the arrival and departure of UK diplomats, and the issuing of Note Verbales and other diplomatic correspondence (Training will be provided).
- Working with the Residence Team and Events Manager on Embassy events, including invitation lists, VIP attendance and event logistics.
- Involvement in the corporate life of the Embassy and Nordic Baltic Network, including support for the Embassy's Consular & Crisis response.

Essential qualifications, skills and experience:
  
- Strong communication skills, both written and oral, in Finnish and English.
- Confidence to build and engage an effective network of contacts.
- Attention to detail, strong organisational skills, including ability to prioritise.
- Flexible, resilient under pressure, and decisive, with the ability to deliver quickly and to a high standard.
- Strong IT skills.
- A collaborative approach to team working.
- Understanding of current affairs/political environment/foreign policy.

Desirable qualifications, skills and experience:
  
- Education: Bachelor's Degree or equivalent
- Experience of working in an international context and/or experience in a political environment.
- Experience in a related role (executive/personal assistant or office manager).
- Swedish language, oral and written, an advantage.
- An understanding of UK culture and a desire and interest in learning more about the UK.

Required competencies: Leading and Communicating, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace

Other benefits and conditions of employment:

 
This is a full-time temporary contract of 36.25 hours per week, until 31 December 2019.

The appointment is subject to professional background check, security clearance and the successful completion of a probationary period.

All applicants should have the right to live and work in Finland. The British Embassy does not sponsor for work permits.

Staff recruited locally by the British Embassy in Finland are subject to Terms and Conditions of Service according to local Finnish employment law and FCO guidance for Local Staff.

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

Additional information:

  
Please note that the deadline for applications is 23:55 on 3rd February 2019.

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.

FCO does not pay for travel related expense incurred in interviews (including Security Check) or accept any financial risk, including cancellation or reschedule costs. The FCO will not meet the costs connected with relocation if offered a position.

numberOfPosts: 1

jobCategoriesCodes_0: http://data.europa.eu/esco/isco/C3343

positionTypeCode: temporary

Työnantajan nimi: British Embassy

source: TIVA