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 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