Job Vacancy - Executive Assistant to the Ambassador (HRV22.698)
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.
Who are we?
The British Embassy in Zagreb is part of a world-wide network, representing British political, economic and consular interests overseas, and is the representative office of the UK government in Croatia, led by the Ambassador. We aim to influence and inspire Croatians with the best of Britain. We work with Croatia to promote and defend our values, tackle threats to our security, take action on global challenges and build mutual prosperity. We also support Britons travelling to and living in Croatia.
We’re here to make a difference. We are an ambitious, engaged and motivated team, we support each other, and we do our best to develop and fulfil our potential.
We are champions for diversity, inside and outside the Embassy. We welcome applications from any suitably qualified individual, whatever their gender, ethnicity, sexuality, disability or other difference.
The British Embassy is looking to recruit Executive Assistant to the Ambassador, to provide support to the Ambassador and Deputy Head of Mission across all aspects of their work, with a particular focus on administrative support and outer office functions. The successful candidate will support the delivery of wider team objectives and make a positive corporate contribution to embassy life.
Roles and responsibilities:
1. Provide support to the Ambassador (HMA) and Deputy Head of Mission (DHM) across all aspects of their work, with a particular focus on administrative support and outer office functions (65%)
- Help HMA to manage his time efficiently, incl. by effective and proactive diary management, helping with prioritising/deconflicting calls on his time, anticipating/arranging associated briefing or logistical requirements, reminding him of important tasks/deadlines, etc.;
- Organise events, meetings and appointments, book and arrange travel, process receipts and claims;
- Act as the initial point of contact for internal and external stakeholders on behalf of HMA, projecting a positive and professional image, and ensuring a timely and accurate flow of relevant information both ways;
- Maintain good situational awareness of HMA and team activities and priorities and use that to help them get the best out of each other;
- Provide DHM with similar support as required.
2. Support delivery of wider team objectives (25%)
- Organising or contributing to the organisation of embassy-organised events and activities (King’s Birthday Party, receptions, visit programmes, away days, conferences, etc.) as needed, e.g. by joining organising committees, providing additional logistical/admin support, managing guest lists/invitations/RSVPs;
- Provide cover or support to colleagues under pressure or to assist with team absences, as needed;
- Monitoring/ managing embassy inbox.
3. Make a positive corporate contribution (10%)
- Complete Information Management Tasks and other corporate roles assigned to the job;
- Participate regularly in All Staff meetings, learning and development, and other activities designed to build and develop the team.
These main responsibilities/duties and other tasks may be changed according to the Employer’s needs, however always within the agreed type of work. Please also see below on management of resources.
Resources managed (staff and expenditure):
The jobholder is responsible for processing and monitoring various expenses relating to the Ambassador and Deputy Head of Mission. The role does not currently have direct management responsibility for other staff. However, this is under review and the jobholder may be asked to take on line management responsibilities for e.g. embassy drivers or staff working at the Ambassador’s official residence.
Essential qualifications, skills and experience:
- Proficiency in English and Croatian (both written and spoken, minimum of C1 level for CEFR framework);
- Good interpersonal skills and able to work in a Team (team player);
- Experience in engaging with customers and stakeholders at all levels;
- Excellent organisational skills, strong communication and teamwork;
- Good level of IT literacy.
Desirable qualifications, skills and experience:
- Experience as a personal assistant/executive assistant;
- Experience of working in an international environment;
- Some experience of/connection to the UK;
- Understanding of Croatian politics and society.
Required behaviours: Seeing the Big Picture, Delivering at Pace, Communicating and Influencing, Working Together
Application deadline: 16 January 2023
Grade: Administrative Officer (AO)
Type of Position: Permanent
Working hours per week: 39.5
Region: Europe, Eastern Europe & Central Asia
Country/Territory: Croatia
Location (City): Zagreb
Type of Post: British Embassy
Number of vacancies: 1
Salary Currency: EUR
Salary: 2251,43
Start Date: 1 March 2023
Other benefits and conditions of employment:
This is a full-time, permanent contract of 39.5 hours per week. The monthly salary for this position is 2251,43 gross euros.
The successful candidate will be subject to professional background and security clearance and must have pre-existing work authorisation for Croatia in order to apply.
Staff recruited locally by the British Embassy in Zagreb are subject to Terms and Conditions of Service according to local Croatian employment law.
Visa/Passport requirements: Candidates must currently hold the independent right to live and work in Croatia.
The British Embassy is committed to flexible working and providing a workplace that promotes diversity. Applicants should detail any flexible working requirements in their application.
Additional information:
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
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 cancelation or reschedule costs. The FCO will not meet the costs connected with relocation if offered a position.
*Please note Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C1 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarise information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.
Learning and development opportunities (and any specific training courses to be completed):
Core skills training will be provided at the Foreign and Commonwealth Office. All staff have a personal development plan and have access to world class learning and development opportunities.
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.
Link for Application: Link
