Personal Assistant, United Kingdom’s Joint Delegation to NATO (BEL21.300)
Job title: Personal Assistant, United Kingdom’s Joint Delegation to NATO (BEL21.300)
Company: Foreign & Commonwealth Office
Job description: The United Kingdom’s Joint Delegation to NATO is part of a world-wide network of 230 Diplomatic Posts, representing British political, economic and consular interests overseas. It is the vital link between the UK Government and the North Atlantic Treaty Organisation. Its principal roles are to support UK Ministers to promote British interests in NATO and maintain a strong political and military Alliance providing security for almost a billion people. The UK Delegation (UKDEL) is now looking for a full-time Personal Assistant to the Deputy Permanent Representative and Political Counsellor, to the join the UK Joint Delegation to NATO to cover a maternity leave.
Main purpose of job:
To help represent the UK in the world’s most successful political-military alliance, by managing the offices of the UK’s Deputy Permanent Representative and the Political Counsellor, two senior members of the UK’s delegation to NATO; and by providing support to the delegation and its leadership as a whole.
NATO is the bedrock of the UK’s defence and security. It is undergoing its most significant changes since the Cold War to meet new and more assertive threats in an increasingly complex and uncertain world; and has recently moved into a new headquarters. The UK plays a highly respected leadership role in the Alliance. The growing threat to the international order, and NATO’s increasing political weight and breadth of engagement, is also strengthening the Alliance’s importance to the UK’s foreign policy.
The pace and range of work are increasing. The delegation is a busy team, a mixed community of UK diplomats, Ministry of Defence civilians, military officers and locally-hired employees, operating at a high tempo in a challenging multilateral environment. But it is also a supportive and happy workplace, with a strong focus on learning and development and upholding values of respect, integrity, fairness and inclusivity. This position is critical to the delegation functioning effectively, working closely with its Allies, and making the best use of its senior leadership.
Main Duties and Responsibilities:
- Managing the diaries of the Deputy Permanent Representative and Political Counsellor, including handling visitors, arranging travel, visit programmes, organising meetings and hospitality. Dealing with written and telephone enquiries, managing correspondence, e-mail traffic, budgets and general administration for the two principals. Commissioning briefing and ensuring the right information is retrieved and papers available ahead of appointments. Working closely with the Ambassador’s and other senior offices to ensure diaries do not conflict, and to provide (mutual) cover arrangements, including to support flexible working (see below);
- Administering the transfer of information for the delegation between various separate IT systems. Ensuring the secure handling and distribution of papers (this task is shared with all support staff in the delegation);
- Supporting the overall management and wellbeing of the delegation, through involvement in planning meetings, organising social and team development events, initiatives for improving ways of working, and providing a link between the priorities of the senior leadership, the delegation, government departments in London, and NATO as a whole;
- Helping to support the regular Ministerial meetings in Brussels, notably in the run-up to the NATO Summit in Madrid in Summer 2022.
Essential qualifications, skills and experience
- Fluency level of English language both oral and written (written and spoken, minimum of C1 level for CEFR framework*) and good communication skills;
- At least 3 years of working experience in a professional office environment (international level) preferably at a senior or representational level, and able to deliver results;
- Experience working/engaging with different customers and stakeholders at all levels;
- Strong IT skills;
- Ability to deliver results quickly, coping with multiple simultaneous tasks in a senior and complex working environment. Strong time management and prioritisation skills. Deadlines for actions are frequently short and pressure on colleagues is high;
- High standards of efficiency, self-motivation and resilience, with the ability to think ahead and act on one’s own initiative;
- Team-working ability, flexibility, discretion and good judgement;
- Ability to learn quickly and manage within complex, new organisational cultures.
Desirable qualifications, skills and experience
- Executive Assistant experience;
- Experience of dealing with senior management and high-profile visitors;
- Some knowledge of government (especially UK government) and large/international organisations;
- Basic French can be useful.
Making Effective Decisions, Collaborating and Partnering, Delivering at Pace, Engaging Internationally
Application deadline Application deadline – day Application deadline – month Application deadline – year
1 August 2021
Type of Position
Fixed Term, Full-time
Working hours per week
Duration of Post
Europe, Eastern Europe & Central Asia
UK Joint Delegation to NATO, Brussels
Type of Post
Number of vacancies
Start Date Start Date – day Start Date – month Start Date – year
25 October 2021
Other benefits and conditions of employment
This is a full-time contract for 5 working days (36.25 hours net) per week. This position will be filled on a “replacement contract” to cover a Maternity Leave”. It is anticipated that the staff member will return in October 2022. This is only a guide and any possible earlier return or extension to this date would be discussed with the successful candidate.
The UK Foreign, Commonwealth and Development Office has a strong culture of learning and development, in which the delegation plays a full part. Everyone has at least five days each year for development, and there is great scope to take up specific learning in different forms: there are team away days, opportunities for on-the-job learning, training courses, and longer-term development. French classes are organised regularly, and a range of other masterclasses and presentations are offered, e.g. on prioritisation, stress management and policy issues. Staff have access to the FCDO’s Diplomatic Academy which provides in-depth learning and knowledge on a wealth of different subjects and skills up to diploma level.
The monthly gross salary for this position is € 3,486.19, A2 level. In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme , reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.
Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.
Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.
The successful candidates will be subject to professional background checks and security clearance.
Visa/work permit requirements: candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.
Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.
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.
Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.
*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link . Please bear in mind in case you are invited for an interview your language skill is going to be assessed.
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.
Expected salary: £3486.19 per month
Location: United Kingdom
Job date: Thu, 22 Jul 2021 04:56:41 GMT
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