Main purpose of job:
The Executive Assistant is a role which provides direct support to the Defence Adviser and Assistant to the Defence Adviser on a daily basis. Responsible for the management and coordination of activities on behalf of the Defence Adviser. The Defence Sections lead personality on the management and coordination of Conflict Security and Stabilisation Fund (CSSF) programs delivered within the Defence Adviser’s area of responsibility. To assist in preparation for visiting training teams and oversee diplomatic clearance requests in the absence of the Assistant to the Defence Adviser.
Roles and responsibilities:
CSSF: Monitor and evaluate projects run by the Defence Adviser and funded by the CSSF. Submit monthly and quarterly reports to the Programme Management Board located in Nairobi. Liaise with the Assistant to the Defence Adviser to ensure programmes are on budget.
Line Manager Responsibility: Responsible as the 1st RO for the effective management of the Defence Section Driver.
Meetings: Plan, organize, book and confirm meetings, including related transport, feeding and accommodation requirements. Represent Defence Section at the regular cross-mission communications meetings.
Visits: Responsible for organizing visitors and training teams within the Defence Section Area of Responsbility; to include transport, accommodation and meeting bookings.
Hospitality:Reply to official and private invitations and maintain an effective log. Organize Official Entertainment in accordance with MOD Policy with direct responsibility for logistical and administrative requirements.
Ceremonial events:Assist in the organization of ceremonial events.
Diary Management: Ensuring the office diary, and contact list is kept current and in a logical order.
Registry: Monitor and maintain the Defence Section Registry to ensure effective Information Management in all formats.
Diplomatic Clearance: Submit and monitor diplomatic clearances for staff, aircraft visits and over flights in the absence of the Assistant to the Defence Adviser.
Personnel support: Provide administrative support for Defence Section personnel.
VTC Coordinator: Coordinate and administer VTC requirements.
Provide Line Management to one member of staff
- Excellent level of written and spoken English
- Excellent organisational skills
- Knowledge of finance, budgets and programme management
- Previous PA experience
- Working knowledge of MS Office Packages
- Ability to work under pressure and prioritise
- Strong communication and interpersonal skills
- Discretion and confidentiality
- Team player
Learning and development
- CSSF Programme Management
- Familiarisation of the Health and Safety Guidance
Due to the nature of the role it is necessary that applicants be security cleared to LE OFFICIAL SENSITIVE. Clearance can normally only be obtained by UK , USA, Australia, Canada and New Zealand nationals.
- Please complete the application form in full. Failure to do so may result in a determination that you do not meet the requirements for the position
- Employees recruited locally by the British High Commission in Kampala are subject to the Terms and Conditions of Service according to local employment law in Uganda
- All applicants must be legally able to work in the country of application with the correct visa/status or work permit
- Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount
- Reference and security clearances checks will be conducted
- Any questions you may have about this position will be answered during the interview, should you be invited
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework
- Successful candidates not resident in Uganda will be personally liable for costs and arrangements to relocate, including accommodation and work permits
- Check your application and attachments before you submit your application, as you will not be able to make any changes once submitted
- The British High Commission will never ask you to pay a fee or money to apply for a position