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QAT - Executive Assistant Planning and Coordination AO - Foreign Commonwealth Office

3 months ago

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QAT - Executive Assistant, Planning and Coordination (AO) - Foreign & Commonwealth Office
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