View Vacancy – Diary Secretary to the UK Permanent Representative to NATO (BEL23.130)

  • Contract
  • Anywhere
  • Posted 2 weeks ago

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.

UK Mission

UKDEL (UK Delegation to NATO)

Why should you apply?

The United Kingdom’s Joint Delegation to NATO (UKDEL) is the vital link between the UK Government and the North Atlantic Treaty Organisation. Its principal roles are to promote British interests in NATO and to keep UK Ministers and Government Departments informed about NATO discussions.

We are aiming to recruit a Diary Secretary to the UK Permanent Representative with UK’s Joint Delegation to NATO.

NATO is the world’s most successful military alliance. It is the bedrock of Euro-Atlantic defence and security, and has been at the heart of the UK’s defence for 70 years. The UK plays a highly respected leadership role in the Alliance. The growing threat to the international order, recent  events in Russia and Ukraine, and NATO’s increasing political weight and breadth of engagement, is also strengthening the Alliance’s importance to the UK’s foreign policy. Its work is valued highly by FCDO and MOD Ministers alike.

The main responsibility of the Diary Secretary is to manage the diary of the Permanent Representative (PermRep) and to assist in the smooth running of the PermRep’s outer office by providing secretarial and general office support to the PermRep and other members of the delegation’s Senior Leadership Team.  

You will be a confident, approachable and professional colleague who can work independently in a high-profile, fast-paced environment. Flexibility, calmness under pressure, attention to detail, and discretion are required at all times.

Roles and Responsibilities 

  • Manage the diary of the PermRep
  • Coordinate and organise travel arrangements for the PermRep
  • Provide administrative/secretarial support to the PermRep; assist with the incoming and outgoing correspondence; and provide typing support as required
  • Provide general office support as required, including scanning, photocopying and filing of documents
  • Provide telephone and message support to the Private Office team as necessary
  • Assist with the escorting of visitors/guests calling on the Delegation
  • Book meeting rooms and VTCs; assist with their preparation and dismantling including providing guests with refreshments as required
  • When required, deputise for the Assistant to the PermRep

Our ideal candidate shows: 

  • Proficient in English (both written and spoken, minimum C1 Level for CEFR framework*)
  • Strong communication, interpersonal and team working skills
  • Have proven previous office experience, preferably at a senior level
  • Proven ability to work autonomously, support others and deliver results, including in a fast-paced and changing environment
  • Have excellent English oral and written communication skills; strong communication skills, interpersonal and team working skills
  • Have strong IT skills, with sound working knowledge of Microsoft Office
  • Have an open and flexible approach, drawing on the skills and experience of others to improve results
  • Attention to detail
  • Excellent administrative and organisational skills with proven ability to plan and prioritise tasks, making necessary adjustments to own workload
  • Be prepared to work late on occasions

It will be a plus:

  • Medium level of French language skills

Changing and Improving, Managing a Quality Service, Delivering at Pace, Working Together

19 March 2023

Administrative Officer (AO)


36.25 hours net for 5 working days a week

Europe, Eastern Europe & Central Asia


UK Joint Delegation to NATO, Brussels

British Embassy




1 April 2023

This is a permanent full-time contract for 5 working days (36.25 hours net) per week. The monthly gross salary for this position is € 4,004.53, Administrative Officer (AO) level.

In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Please note, Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C1 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarize information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.

Please be advised that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

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 site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official site. If you complete and send an application through any other site, we will not receive it.

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