View Vacancy – BD – Executive Assistant, AO

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View Vacancy – BD – Executive Assistant, AO


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.

Foreign, Commonwealth and Development Office (Policy & Political roles)

Chancery

Main purpose of job:

The British High Commission in Bandar Seri Begawan is recruiting an Executive Assistant to the High Commissioner. We are looking for a person with strong interpersonal and organisational skills, who wants to work at the core of the British High Commission, providing administrative support to the High Commissioner and Deputy High Commissioner and helping to co-ordinate work across the Mission.  

Tasks will include diary management and arranging meetings, drafting letters and diplomatic notes, and managing the High Commission general email inbox.

The jobholder will also act as secretary to High Commission meetings, organise programmes (both for the High Commissioner when travelling and for visiting staff) and maintain a forward look for events and activities at the High Commission.

The successful candidate will be well-organised, meticulous and with a strong eye for detail. They will be confident and professional in working with people from all walks of life, including very senior officials, ministers, and representatives from across government and society. We are looking for someone culturally sensitive and able to work as part of a team – contributing to and learning from the corporate life of the High Commission as well as fulfilling their own role to an excellent standard. They should be able to take the initiative and be persistent and patient in achieving goals. They will need to be able to flex when priorities or plans change and should be willing to support other staff or take on ad hoc tasks as required. The successful candidate will also need to have high levels of personal integrity, be reliable and trustworthy.

Roles and responsibilities / what will the jobholder be expected to achieve?:

  • Managing diaries, arranging appointments and making transport arrangements for the High Commissioner and on occasion the Deputy High Commissioner.
  • Liaising with government agencies.
  • Drafting letters and handling email and telephone enquiries.
  • Drafting diplomatic notes and maintaining a register.
  • Maintaining a database of contacts and biographies for the High Commission.
  • Arranging our quarterly Country Board meetings and monthly All Staff Meetings, circulating the agenda and taking the note.
  • Maintaining a forward look tracking upcoming events, travel and visitors from outside Brunei.
  • Arranging the High Commissioner’s programme for official visits to another post or London and arranging programmes or meetings for incoming visitors from other posts.
  • Working closely with the High Commissioner’s Social Secretary and Residence Manager on events which may including helping them manage invitations and guest lists and liaising with colleagues across the High Commission.
  • Support at events which may include welcoming and escorting guests. Some events may require early starts or evenings.
  • On occasion helping to organise citizenship ceremonies and administrative work related to consular issues.
  • Provide resilience cover in the office on events/visits and to corporate services.
  • Other ad hoc tasks as necessary.

The precise responsibilities may be subject to change as the incumbent and new High Commissioner establish themselves in their respective roles and in line with evolving business priorities. 

Resources managed (staff and expenditure): 

No direct staff management but close working with the Social Secretary/Residence Manager will be a vital part of this role.

The current incumbent does not have responsibility to manage a budget, but in the future there could be responsibility for overseeing an admin budget such as travel or entertainment.

  • 2-3 years’ experience in a similar role
  • Excellent organisational and time management skills
  • Professional speaking and telephone manner
  • IT literate; able to use all standard Microsoft applications (Outlook, Teams, OneNote)
  • Excellent written communication skills
  • Proven ability to be able to work with people of different backgrounds
  • Confident in dealing with senior figures, Ministers, VVIPs and their offices
  • Ability to stay calm under pressure
  • Good judgement, strong problem-solving skills and resilient
  • Can-do, positive and proactive attitude

Language requirements: 

Language: English

Level of language required: Fluent 

  • Good knowledge of Bruneian government procedures / structures and cultural sensitivities
  • Experience of working in or with the UK government – Experience of running events
  • Experience of managing a project or / and a budget

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

2 August 2024

Administrative Officer (AO)

Full-time, Permanent

35

Asia Pacific

Brunei Darussalam

Bandar Seri Begawan

British High Commission

1

BND

BND 2,400

23 September 2024

Learning and development opportunities (and any specific training courses to be completed):

The British High Commission is committed to supporting staff development.  You will have access to an extensive range of in-house training opportunities, mostly on-line, as part of the wider Foreign, Commonwealth and Development Office learning and development package. Some travel to regional conferences or training can be expected and there may be the opportunity for a visit to the UK as part of your learning and development.

Employment offers are subject to successful clearance of pre-employment checks and local labour requirements. Staff who are locally recruited by the British High Commission are subject to Terms and Conditions of Service according to local employment law.

Working patterns: 

Monday – Thursday 08:00 – 16:30
Friday                        08:00 – 12:00

We encourage staff to work flexibly to suit their own personal needs in parallel to the requirements of the job. Some aspect of the role will need you to be in the office at certain times. We provide a laptop and phone for use outside of the High Commission and when travelling.

In crisis/emergency situations work as required to support the response (sometimes on a shift pattern working unsociable hours)

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

Please note that your application must be submitted before 23:55 on the day mentioned in the above field “Application deadline”.

All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the  next stage.
 
Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. 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”.

No accommodation or relocation expenses are payable in connection with this position. Foreign Nationals, with assistance from the High Commission, must be able to obtain a permit to work in Brunei in order to apply.

Visa/Passport Requirement:   No specific requirement/holds or must be able to secure a local work permit
Security Clearance: Official

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, 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 UK and Brunei celebrate 40 years of diplomatic relations this year. The long-standing friendship between our countries is underpinned by our shared history, our close education ties and strong government-to-government and people-to-people links. Defence ties are of particular significance, with Brunei Darussalam hosting British Forces Brunei, supporting security and prosperity in the region. In 2021 the UK became an ASEAN Dialogue Partner, and the UK and Brunei launched a Strategic Dialogue. The last three years has seen our bilateral relationship become ever closer and the British High Commission has increased in staff numbers due to the broadening work areas – this is an exciting time to join our mission. August 2024 sees the arrival of our new High Commissioner – our first female Head of Mission and you will have a key role in supporting her to settle in. You will also have the opportunity to determine the shape and ways of working of the Executive Office with her. The EA is a pivotal role within the High Commission – you will be at the centre of the action and will make an important contribution to the running of the office. Our style is very inclusive; the High Commissioner and the High Commission team will value your opinions and ideas. 

The British High Commission is a “happy, high performing and creative” team. We expect all staff to actively demonstrate respect, kindness and cultural sensitivity. We are inclusive, we get to know each other, and value our diversity and the contribution we each bring. We are fair, act with integrity, and tackle inequality and unacceptable behaviour. 

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.

Bandar Seri Begawan

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

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