The jobholder will be the public face of the Embassy’s welcome and engagement with visitors and callers. They will support efficient front and back-office management, responding promptly and helpfully to telephone calls and mailbox customer enquiries. The jobholder will be responsible for handling essential protocol tasks with the Ministry of Foreign Affairs (MFA), including processing Note Verbales, securing permission or official visitors, and managing diplomatic accreditation and visa renewals. The jobholder also serves as PA to the Deputy Head of Mission (DHM), assists with translation, and will cover for the Ambassador’s Executive Assistant during absences.

Roles and responsibilities:
     

Front Office Management and Administration (70%)

• Serve as the public face of the Embassy, engaging with visitors and answering phone calls.
• Manage the virtual and physical BE Abidjan mailboxes, ensuring timely responses and distribution of correspondence.
• Provide general administrative assistance to Embassy staff, including document preparation and and logistical support.
• Maintain office supplies and ensure smooth day-to-day operations.
• Act as the lead on all protocol matters with the Ministry of Foreign Affairs (MFA), including issuing and receiving Note Verbales.
• Facilitate permissions for official visitors and coordinate paperwork for diplomatic accreditation, visa renewals, and other formal requests.
• Assist in preparation for official events, meetings, and diplomatic engagements.

PA to the DHM (15%)

• Provide PA support to the DHM, including diary management, meeting arrangements, and administrative tasks.
• Provide cover for the Ambassador’s EA during absences, managing duties related to the Ambassador’s Residence and external engagements.

Translation (10%)

• Writing and translating letters and official documents for Ivorian government bodies and contacts, collaborating with the regional translator and Francophone network to avoid duplication.

Corporate (5%) 

• In addition, the jobholder may be asked to take on corporate responsibilities within the Embassy or respond to ad-hoc tasks as required. This is something we ask of all staff at British Embassy Abidjan to create a one team spirit and ensure that we are able to adapt to the continuously evolving professional context.

• Excellent written and verbal communication skills in both English and French.
• Ability to engage professionally with a wide range of internal and external stakeholders.
• Proven knowledge of diplomatic protocol, particularly in Côte d’Ivoire, with experience handling Note Verbales, visa renewals, and accreditation processes.
• Strong organisational skills, with the ability to multitask and manage competing priorities.
• Experience in office management, including managing correspondence and supporting senior staff.
• Ability to work well under pressure in a fast-paced environment.
• Strong interpersonal and customer service skills, with experience managing visitors and handling inquiries.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other office management software