View Vacancy – Administrative Assistant, Defence Section

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. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.

Job Category

Other British Government Departments (Partners across Government, including UK Visas)

Job Subcategory

MOD (Ministry of Defence)

Job Description (Roles and Responsibilities)

Main purpose of job:

The Administrative Assistant will provide essential administrative and organisational support to the UK Defence Section in Bogotá, which delivers Defence Engagement across Colombia and the wider region. The role will ensure the smooth running of day-to-day operations by managing correspondence, scheduling meetings, coordinating logistics for official visits and events, and maintaining accurate records and databases. Working closely with the Defence Attaché, Deputy Defence Attaché, Assistant Defence Attaché and the Executive Officer, the jobholder will liaise with internal embassy teams and external stakeholders, including local authorities and military counterparts, to support defence cooperation programmes aligned with UK strategic objectives. This position offers opportunities for professional development through exposure to diplomatic processes, training on FCDO systems, and collaboration within a dynamic team committed to strengthening bilateral defence relations.

Roles and responsibilities:

1. Administrative and Office Management (25%)

• Manage correspondence and official documentation in line with FCDO and MOD standards.
• Maintain filing systems (digital and physical).
• Order and manage office supplies and maintain resource libraries.
• Update and manage contact databases for Defence Section stakeholders across all the countries of responsibility.
• Translate documents into Spanish and English.

2. Diary and Meeting Coordination (15%)

• Schedule and manage meetings for the Defence Attaché, Deputy Defence Attaché, and Executive Officer.
• Coordinate with internal embassy teams and external stakeholders to confirm appointments.
• Prepare briefing packs and ensure timely follow-up on action points.
• Act as note-taker during meetings and draft/prepare pre- and post-meeting documentation.

3. Event and Visit Logistics (15%)

• Plan and deliver official visits and Defence Section events.
• Book venues, manage guest lists and RSVPs, and arrange catering and audiovisual equipment.
• Liaise with security and protocol teams to ensure compliance with diplomatic requirements.
• Prepare programmes and materials for high-profile visits and receptions.

4. Travel Planning and Coordination (15%)

• Take full responsibility for planning and managing all travel arrangements for the Defence Section team.
• Book flights, accommodation, and local transport for official trips.
• Ensure timely processing of travel clearances and coordination with relevant embassies teams.
• Monitor expenditure and support budget tracking for trips and events.

5. Strategic Communication and Media Management (15%)

• Manage the Defence Section’s strategic communications, including social media content.
• Maintain photographic and video records of activities in Colombia and other countries of responsibility.
• Coordinate with the Embassies communications teams to ensure consistency and visibility of Defence Section activities.

6. Support to Defence Engagement Activities and Research (10%)

• Assist with research and preparation of background information for defence cooperation programmes and projects.
• Maintain alumni and stakeholder databases and support reporting requirements for UK Defence objectives.
• Gather sector-specific data and produce concise summaries for internal use.

Essential qualifications, skills and experience

Essential on arrival:

• Having recently graduated from a bachelor’s degree in international relations or political science; but other academic disciplines will be considered if an active interest in Defence can be demonstrated.
• Advanced command of written and spoken English and Spanish (fluency highly desirable).
• Strong administrative and organisational skills, with the ability to prioritise tasks and manage competing deadlines.
• Proven experience in event planning and logistics, including coordination of meetings, visits, and official functions.
• Excellent IT skills, particularly proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and ability to manage digital filing systems.
• Strong interpersonal and communication skills, capable of engaging with senior officers and diverse stakeholders with professionalism and discretion.
• Ability to work independently and as part of a team, demonstrating flexibility and resilience in a fast-paced environment.
• High level of attention to detail and accuracy in handling official documentation and financial processes.
• Must have the legal right to live and work in Colombia.

Language: Expert in English and Spanish

Desirable qualifications, skills and experience

Desirable skills / experience / qualifications:

• Experience working in a diplomatic mission, government office, or international organisation.
• Knowledge of defence cooperation matters or previous engagement with military or security institutions.
• Experience in strategic communications, including social media management and content creation.
• Skills in photography and video recording/editing for official events and activities.
• Ability to conduct basic research and draft concise reports on sector-specific topics.

Working with high level Military and Political delegations. Confidence to liaise at the highest levels of Military leadership, nationally and internationally.

Required behaviours

Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together

Application deadline

31 December 2025

Grade

Administrative Assistant (AA)

Type of Position

Full-time, Permanent

Working hours per week

35

Region

Latin America and Spanish speaking Caribbean

Country/Territory

Colombia

Location (City)

Bogota

Type of Post

British Embassy

Number of vacancies

1

Salary Currency

COP

Salary

3,965,175

Type of Salary

monthly

Start Date

19 February 2026

Other benefits and conditions of employment

Learning and development opportunities

Continual personal development through line management. Opportunity to attend relevant courses as well as being supported for any extra learning requests through flexible work time.

Applicants must have the legal status to live and work in Colombia

Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.

Appointable candidates who were unsuccessful may be placed on a ‘reserve list. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and enriching learning and development opportunities.

The successful candidate will have to go through a background check process, according to Embassy policies.

Working hours

Monday – Thursday 08:30 – 17:00, Friday 08:30 – 13:30. There will be occasional unsociable hours and applicant may be required to be flexible with sufficient notice.

Additional information

Closing date of receiving applications is before 23:55 (Local Time) on 31 December 2025.

All applicants must fully complete the online application form, including the sections for employment and educational details, experience, and behaviour-based questions. Only those applications that contain all required information will be considered. To ensure the sift process remains anonymous, please do not include any personally identifiable information in your application form.

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.