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View Vacancy – Administrative Assistant (ALB25.173)
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Foreign, Commonwealth and Development Office (Operations and Corporate Services)
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Corporate Services Support
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The British Embassy in Tirana is part of a world-wide network representing British political, economic and consular interests overseas and now is looking for an Administrative Assistant.
You will be expected to 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.
What will you be expected to achieve?
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 / Purchasing orders (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 for officers and/or deduction on salaries.
Administrative / Office assistant (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.
Corporate Services 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.
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Essential skills / experience / qualifications:
- Completion of secondary education, high school diploma or the local equivalent;
- Excellent written and verbal communication skills in English and Albanian (C1 CEFR);
- Experience as administrative assistant.
- Proficient in Microsoft Office apps (Word, Excel, Outlook, SharePoint)
Essential Qualities:
- Commitment to customer service;
- Constructive and service orientated approach;
- Ability to manage routine and ad hoc tasking;
- Good organisational skills;
- Ability to work as member of a team;
- Ability to navigate a complex organisational environment and build a thorough understanding of the Embassy’s aims and objectives.
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Desirable:
- Extensive experience in the same position (or similar role) with an International Organisation.
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Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together
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10 June 2025
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Administrative Assistant (AA)
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Full-time, Fixed term, with possibility of renewal
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Europe, Eastern Europe & Central Asia
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Albania
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Tirana
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British Embassy
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1
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ALL
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115,069 (gross)
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monthly
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1 July 2025
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This is a full-time employment, on a fixed-term contract basis for one year, with possibility of renewal. The successful candidate will be subject to a 90-days probationary period.
The appointment is subject to satisfactory local and UK security clearances. The selected candidate must have a right to live and work in Tirana.
Normal working hours at the Embassy are Monday to Thursday 08:30-17:00 and Friday 08:30-14:30.
The Embassy operates a flexible working policy that allows staff to work different hours as well as allowing staff to work from home one day a week, based on operational requirements and agreement with the line manager, and in line with FCDO and Embassy policies. The jobholder should be flexible in their approach to hours worked as these will also be dictated by operational needs and may involve working out of hours (evenings/ weekends).
The British Embassy Tirana is an equal opportunity employer and values diversity in our workforce.
Learning and development opportunities (and any specific training courses to be completed):
The British Embassy Tirana encourages all staff to develop their capabilities, through both formal training (courses) and informal (job-shadowing, coaching, on-the-job training etc.). The majority of our formal L&D opportunities are drawn from FCDO resources. All staff are encouraged to share their skills and experience with colleagues, through informal training (‘lunch & learn’) or coaching/mentoring. All staff are eligible for 5 L&D days a year.
The package includes:
- A good level of health insurance and a friendly, English-speaking work environment.
- We offer opportunities to develop professional skills through our Learning & Development offer.
- Leave entitlement is 20 working days (on pro rata basis) and 26 working days after 5 years of service plus 15 public holidays.
No accommodation and relocation expenses are payable in connection with this position.
The successful candidate must have the right to live and work in Albania. Interested candidates must fill out the online application form in full.
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 permits. Staff recruited locally by the British Embassy in Albania are subject to terms and conditions service according to Albanian employment.
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Please be informed, we advise you to use the STAR (Situation-Task-Action-Result) format to answer the behavioural questions on the application form.
*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.
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To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/
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