British Embassy Brussels Assistant to Deputy Permanent Representative

A full time vacancy has arisen for a locally engaged LEIII Assistant to the Deputy Permanent Representative at UKREP. The job will involve supporting the DPR in her responsibilities as a member of UKREP’s top management team. This vacancy is suitable for a job share.

Main role

The successful applicant will support the DPR in her functions, notably by:

• Office Management: managing all aspects of her diary (including visitors and visit programmes), transport, entertainment, information flows and retrieval, dealing with written and telephone enquiries, commissioning briefing for meetings, document creation, finance (approx 75% of the job);
• Coreper Support: commissioning and co-ordinating briefing for the bi-weekly Coreper meetings and ensuring all the necessary information is available to her and Desk Officers to perform effectively in Coreper; Similar responsibilities in respect of Council meetings; Point of contact with Council Secretariat for Coreper I;
• Liaison with EGIS: co-ordinating teleconferences with EGIS in the Cabinet Office, including recording outcomes of discussion and chasing Action points;
• Undertaking Specific Projects: research and information gathering, supporting DPR (and top management team where appropriate) in delivering personal and corporate leadership initiatives (approximately 5% of the job);
• Flexibility: On occasion the post holder may be asked to work outside conditioned hours.

Skills required

A high standard of efficiency, self-motivation and resilience is necessary to perform effectively in this post where deadlines for action are frequently short and pressures on colleagues high.

Essential

• Excellent organisational and office management skills;
• Excellent interpersonal skills – including the ability to be firm with colleagues whilst retaining respect;
• Team working skills and willingness to “muck in”;
• Good IT (Microsoft Office and Outlook) skills;
• Straightforward drafting skills;
• Ability to think ahead, think strategically and act on own initiative;
• Discretion and good judgement;
• Fluent written and spoken English;
• Practical spoken French (or the prospect of achieving this quickly);
• Enthusiastic about personal development and keeping oneself up-to-date with new opportunities to develop.

Desirable

• Previous experience of successful office management;
• Experience of co-ordinating and managing projects;
• Experience of dealing with senior people;
• Experience of budget management;
• Basic knowledge of FCO systems and corporate operations.

Application and additional information

Applicants must be legally entitled to work in Belgium. Please note that only those applicants called for interview will be contacted.

Applications with a full CV and cover letter in English should be sent to the Recruitment Officer, Corporate Services Benelux, British Embassy, Avenue d’Auderghem 10 B-1040 Brussels or brussels.recruitment@fco.gov.uk by 9am on Monday 24 September 2012. If applying by email, you should include your full name in the message title and your email and attachments must not exceed 300kB in size.

Gross monthly salary: € 2286.10. This position will be filled on a fixed term contract.

The British Missions in Brussels are an equal opportunities employer. Applications are welcome from all suitably qualified applicants regardless of age, race, religion, gender, sexual orientation or disability. We aim to reflect the diversity of society.