View Vacancy – Administrative Assistant (ALB24.071)

tendersglobal.net

View Vacancy – Administrative Assistant (ALB24.071)

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.

Job Category
1

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

Job Description (Roles and Responsibilities)
1

Main purpose of job:

Manage all protocol and logistics activity at post. Liaise with local authorities to assist diplomatic staff and their families to obtain and maintain diplomatic cards, visas and other official identification. Work closely with the Community Liaison Officer (CLO) and the corporate services team to ensure that arrival and departure processes run efficiently.

Roles and responsibilities:

Arrivals and Departures 35%

Advice and support the visa process for work-related travel for diplomats.
Own the arrival and departure processes for diplomatic staff and their families’ ensuring processes are efficiently managed to meet required deadlines.
Maintain records on current and future arrivals and departures to ensure proactive administration.
Contribute to and attend ‘warm’ calls for diplomatic arrivals.
Work with the CLO and/or corporate services team on create and maintain post welcome and departure packs. Seek and collate regular feedback from customers.
Keep and maintain ‘how to’ guide on protocol for use during periods of absence.
Complete import and export processes for diplomatic staff and their families (heavy baggage and airfreight).

Finance 30%

Acts as requisitioned and receiver for purchasing.
Manage the local contracts database, flagging contract expiration dates.
Act as global procurement card (credit card) holder for the purchase of cleaning articles, stationery items and hotel payment for visitors when required.
Manage the flow of mobile expenditure. Prepare proforma invoice and liaise with the accountant for reimbursement fom officers and/or deduction on salaries.

ADMIN 25%

Assist in obtaining customs clearance for diplomatic shipments, including airport access.
Work with the corporate services team on create and maintain post welcome and departure packs for both CBS and UKBS. Seek and collate regular feedback from customers.
Update regularly office contact details on telephony list.
Main point for managing mobile phone contracts including activating/deactivating numbers.
Responsible for maintaining and updating Note Verbal Logbook.
Distribute incoming mail of Embassy mailbox when relevant.

Team Support 10%

Provide support for other members of corporate services as required.
Act as back up to the accountant during periods of absence.
Keeping minutes of meetings on different boards and committees.

Essential qualifications, skills and experience
1

Albanian and English C1 level (fluent written and oral skills in both languages).
Administrative experience.
Commitment to customer service.
Excellent communication skills both written and oral.
Constructive and service orientated approach.
Ability to manage routine and ad hoc tasking.
Ability to work as member of a team.

Desirable qualifications, skills and experience
1

Bachelor degree.
Ability to navigate a complex organisational environment and build a thorough understanding of the Embassy’s aims and objectives.
Excellent IT skills (Word, Excel, Outlook, SharePoint).
Ability to manage detailed processes.

Required behaviours
1

Changing and Improving, Managing a Quality Service, Delivering at Pace, Working Together

Application deadline
1

4 March 2024

Grade
1

Administrative Assistant (AA)

Type of Position
1

Full-time, Fixed term, with possibility of renewal

Working hours per week
1

36 hours net

Region
1

Europe, Eastern Europe & Central Asia

Country/Territory
1

Albania

Location (City)
1

Tirana

Type of Post
1

British Embassy

Number of vacancies
1

Salary Currency
1

ALL

Salary
1

Gross monthly salary: 108,719 ALL

Start Date
1

1 April 2024

Other benefits and conditions of employment
1

This is for a full-time employment, on a fixed term basis for 12 months with a possibility of extension. The gross salary per month is ALL 108,719.

The Embassy supports the work-life balance of its employees and is open to flexible working. The Embassy’s working hours are from 08.30-17.00 Mon-Thur and 08.30-14.30 on Fridays.

The Embassy provides Private Health Insurance for the member of staff.

Learning and Development opportunities: Learning and development opportunities are available within the organisation to strengthen the skills necessary for the job and for career development.

The successful candidate must have the right to live and work in Albania. Interested candidates must fill out the online application form in full.

No accommodation and relocation expenses are payable in connection with this position.

Please note that staff members are responsible for paying any income tax required by local law.

The successful candidate will be subject to professional background check, security clearance and a probation period.

The British Embassy does not facilitate/sponsor visa applications and work permit. Staff recruited locally by the British Embassy in Albania are subject to terms and conditions service according to Albanian employment.

Additional information
1

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

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 Embassy 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 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.

British Embassy

To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/

To help us track our recruitment effort, please specify on the application form/indicate in your cover letter where (tendersglobal.net) you saw this job posting.

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View Vacancy – Administrative Assistant (ALB24.071)

View Vacancy – Administrative Assistant (ALB24.071)

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