The British Embassy in Azerbaijan is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for a Protocol and Office Support. 

The selected candidate will support the CoP 29 Unit office operations including IT, protocol issues and information management.  Facilitating the flow of information across the Unit, you will capture key action points, ensure a log of actions, spend and take responsibility for the delivery of diplomatic notes to the government.  

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Roles and responsibilities:

•    Visa facilitation for UK staff and visitors
•    Assisting with drafting of Notes Verbales and arranging their translation and submission to the Ministry of Foreign Affairs (MFA) 
•    Managing calendars, making meeting and travel arrangements, handling expense reports
•    Providing admin support for all inward and outward staff including visas, hotels, transport, procurement
•    Providing logistical support for all events and visits including venue booking and set-up, catering, speakers, invitations, monitoring attendance
•    Sharing visitor information and security fact sheet with potential visitors and inform them about possible flights, hotels and transport
•    Liaise with the Corporate Services Assistant on any relevant internal documents update (organogram, telephone list, information pack, ISOS list) 
•    Work closely with the Post ITSO and other ICT teams based regionally and in the UK, to provide ICT support services to CoP-assigned staff
•    Address the IT needs and enquiries promptly, whether related to software or equipment (including but not limited to servers, workstations, laptops, printers, e-mail, Network hardware, cabling infrastructure, Uninterrupted Power Supplies, Audio-Visual and telecommunication devices) 
•    Mobile Phone service support administration and support 
•    Undertake IT  training of new and existing staff members as and when required (and specific training for existing staff when required) 
•    Maintain a fully equipped and running back site for Business Continuity in case of emergencies
•    Manage shared mailboxes and local distribution lists 
•    Management of consumables e.g. toner cartridges 

The above list is not exhaustive, some responsibilities may change, and the jobholder will be required to be flexible and take on other regular and ad hoc tasks as required. This will include support as required to the wider CoP Unit, helping to cover for colleagues during absences and participating in the Embassy’s emergency planning and any response to a crisis. 

• Proficient English and Azerbaijani language skills (written and spoken, minimum level C1 under the CEFRL or equivalent*) is required
• Experience of high-level visit organisation in an embassy/ foreign diplomatic mission or an international organisation
• Experience of exercising oversight of budgets, including forecasting and tracking expenditure 
  Resilience and ability to manage a varied and complex workload, including the ability to prioritise, meet deadlines, and proactively identify and resolve potential problems
• Excellent interpersonal and active listening skills, with the ability to cultivate and maintain a range of contacts at all levels, including at senior levels in the UK and Azerbaijani government
• Excellent customer service skills and the ability to respond to a range of customer needs, including at senior levels
• Team player, with proven ability in collaborating and supporting others to deliver results whilst also capable of working on your own initiative and adapting to changing priorities
• Strong communication and interpersonal skills, demonstrating the ability to communicate fluently, effectively, and persuasively in English, both orally and in writing
• Ability to stay calm under pressure, and role-model kindness within the team and across the office
• High degree of knowledge of Microsoft Office applications including Outlook, Word, Excel, PowerPoint, Teams