British Embassy
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Other British Government Departments (Partners across Government, including UK Visas)
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Private Office
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Main purpose of job:
The British Embassy Ulaanbaatar has a vacancy for an Executive Assistant to His Majesty’s Ambassador (HMA). The successful candidate will work directly to the Ambassador, ensuring that HMA and the Deputy Head of Mission (DHM) have the support they need to operate with maximum effectiveness. Having a leading role in supporting high-level meetings; briefings; supporting drafting of correspondence and organising the Ambassador’s diary as well as monitoring and chasing outstanding commitments.
The successful candidate will be very well organized, responsible, have attention to detail and enjoy working in a fast-paced environment.
This role will help promote the UK as an excellent political and commercial partner for Mongolia, working proactively to promote the British Embassy activities and initiatives across all policy areas. You will work closely with HMA, DHM and Embassy colleagues while having the opportunity to support meetings and events with important stakeholders to the UK.
Roles and responsibilities / what will the jobholder be expected to achieve?:
Diary Management
- Filters and manages incoming HMA and DHM diary requests ensuring their time is focused on priorities.
- Keeps track and ensures stakeholder engagement runs efficiently while proposing follow-up or intro engagements.
- Monitors the Embassy tracker, ensuring agreed actions are followed up and delivered in a timely way.
- Coordinates with HMA and DHM for appointments and travel.
Briefings and speeches
- Works with team leads to commission, collate and quality control of briefings, speeches, video scripts for HMA & DHM.
Correspondence and Information management
- Prepares office correspondence and manages archive effectively.
- Keeps records (minutes) on meetings.
- Translates English-Mongolian/ Mongolian-English for HMA/DHM as requested
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- Full-time availability.
- Proficient with Microsoft Office 365.
- Responsible, well organised and strongly committed to the job.
- Sociable, able to interact and collaborate with different teams and requests.
- Excellent teamwork and communications skills.
- Works well under pressure and against deadlines, able to deal effectively with stressful and difficult situations.
- Fluent in both written and spoken English and Mongolian.
- Interest and knowledge of the United Kingdom.
Language requirements:
Language: Mongolian & English
Level of language required: Excellent command of Mongolian & English.
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- Previous experience of secretarial support and/or diary management
- This could include, but is not limited to, working in an Embassy or Ministry.
- Highly proficient IT Skills (Outlook, MS Office)
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Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Seeing the Big Picture
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24 January 2025
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Administrative Officer (AO)
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Full-time, Permanent
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35 hours per week
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Asia Pacific
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Mongolia
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Ulaanbaatar
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British Embassy
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1
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USD
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USD 19,800.00
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yearly
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17 March 2025
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If selected for interview you will be required to produce a 2-minute video about the work of the British Embassy in Mongolia
Working Patterns:
- Monday – Thursday 08:30 – 17:00, Friday 08:30 – 13:30
- Subject to Embassy flexible working policy
Learning and Development Opportunities:
- There may be an opportunity to attend some courses online or face to face.
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The FCDO also operates an agile workforce. To facilitate this, you may be required to undertake other duties from time to time as we may reasonably require.’
Please note that your application must be submitted before 23:55 on the day mentioned in the above field “Application deadline.”
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
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. Applicants called for an interview will be assessed on the core behaviours listed above.
All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.
Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
For inclusivity and diversity, please remove the following personal information when uploading your CV: name, address, email address, age, date of birth, gender, and nationality.
The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.
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To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/
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