The British Embassy in Azerbaijan is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for Visits Officer. 

The selected candidate will support the Visits Lead in arranging incoming visit programmes in the build up to CoP and during the event itself, including transport, security and contingency planning. The jobholder will engage with senior officials in government departments and VIP offices in the UK, and key contacts within the Azerbaijani Government, business community and civil society.

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Roles and responsibilities:

•    Coordination of a complex and high-impact visit programme for UK visitors to COP29, working in consultation with high-level stakeholders at post and in the UK. Acting as a trouble-shooter both in the run-up to and during the visits
•    Arranging visit planning meetings and recording key actions 
•    Scoping potential venues for serials (individual elements of the visit) within the wider visit programme, using strong judgement skills and a clear sense of the big picture to present well-reasoned recommendations on suitable venues, activities and communications opportunities 
•    Developing detailed step-by-step running orders for serials, and using your strong communicating and influencing skills to negotiate arrangements with local stakeholders
•    Producing draft visit programmes for recces and advance visits
•    Communicating draft programmes and subsequent updates to stakeholders, including consulting the Senior Leadership Team (SLT), keeping them and their offices informed of visit arrangements, and ensuring time slots are booked out in SLT diaries well in advance
•    Coordination with post’s Security Team and where relevant Personal Protection Officers to ensure all security requirements are met
•    Management of all logistics and protocol arrangements for recces and advance visits, including arrangement of accommodation, transport, hospitality and logistics for key events, working closely with other Embassy teams supporting the visit(s), particularly Transport, Security and Government Relations Officers
•    Ensuring that all necessary forms and security clearance details are compiled and submitted for the visiting party and accompanying Embassy staff
•    Arranging meetings and events, including but not limited to issuing invitations and agendas, managing RSVPs, booking rooms, etc
•    On the ground support to visiting delegations as required
•    Forecasting and tracking expenditure, ensuring that all expenses incurred are value for money, in line with government financial and procurement guidance and properly accounted for
•    Maintaining accurate and high quality records of the visit(s), including programmes, briefing packs, contacts database, expenditure and other records to inform future visits
•    Produce post-visit evaluation to inform future visit delivery

The above list is not exhaustive, some responsibilities may change, and the jobholder will be required to be flexible and take on other regular and ad hoc tasks as required. This will include support as required to the wider CoP Unit, helping to cover for colleagues during absences and participating in the Embassy’s emergency planning and any response to a crisis. 

• Proficient English and Azerbaijani language skills (written and spoken, minimum level C1 under the CEFRL or equivalent*) is required
• Experience of high-level visit organisation in an embassy/ foreign diplomatic mission or an international organisation
• Experience of exercising oversight of budgets, including forecasting and tracking expenditure
• Resilience and ability to manage a varied and complex workload, including the ability to prioritise, meet deadlines, and proactively identify and resolve potential problems
• Excellent interpersonal and active listening skills, with the ability to cultivate and maintain a range of contacts at all levels, including at senior levels in the UK and Azerbaijani government
• Excellent customer service skills and the ability to respond to a range of customer needs, including at senior levels
• Team player, with proven ability in collaborating and supporting others to deliver results whilst also capable of working on your own initiative and adapting to changing priorities
• Strong communication and interpersonal skills, demonstrating the ability to communicate fluently, effectively, and persuasively in English, both orally and in writing
• Ability to stay calm under pressure, and model kindness within the team and across the office
• High degree of knowledge of Microsoft Office applications including Outlook, Word, Excel, PowerPoint, Teams