View Vacancy – Personal Assistant to the Defence Adviser & Office Manager, Grade- AO, Islamabad

Note : All applicants are required to mandatorily fill the complete online application form including the employment, educational details, behavioural and technical/ professional skills questions. We will be thoroughly reviewing the application forms only with all the required details and the shortlisting is not basis CV/ cover letter. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.’’

Main purpose of job:

Providing administrative support to the Defence Adviser (DA) and the wider Defence Section, the role combines secretarial tasks and office management.

This is a fascinating job that provides a unique insight into the Pakistan Armed Forces, the Ministry of Defence, and the Foreign, Commonwealth and Development Office. You will be an integral part of one of the largest and busiest UK Defence Sections in the global network. The work covers a wide range of Defence Diplomacy tasks, with bilateral and multilateral engagement across all three services in a high priority country, enabling the High Commission to operate effectively in a country dominated by the military. 

Owing to the nature of the role, you must be willing to work in excess of your conditioned hours and demonstrate flexibility when required (TOIL or overtime pay would apply). You will work closely with the High Commissioner’s Private Office and other x-Whitehall representatives in Pakistan, seeing how decisions are made and supporting the delivery of One-HMG’s wider country objectives. The Defence Section holds highly classified, sensitive material. Therefore, to apply, you must be in possession of a passport issued by either the UK, USA, Canada, Australia, or New Zealand. Reference checking and security clearance will be conducted on successful candidate.  

Roles and responsibilities / what will the jobholder be expected to achieve?

• Efficiently manage the DA’s diary, organise meetings, coordinate with the High Commissioner’s Private Office and other PAs, respond to invitations, and managing Defence Section communications.
• Act as a point of contact between the DA and other Departments within the BHC as well as external stakeholders (i.e., Pakistan Military), facilitating communication and fostering positive working relationships.
• Arrange overseas and domestic travel for the DA, including booking flights, accommodation, and transportation, ensuring smooth and timely arrangements.
• Manage general administrative tasks. These include filing, maintaining accurate and up-to-date records of databases, passing relevant documents to the DA to meet deadlines, and ensuring the secure destruction / dissemination of classified material.
• Support the DA’s policy work, prepare briefing packs, compile relevant information and documents for meetings or events, take notes, and liaise with other government departments at Post on joint events.
• Assist the Assistant Military Adviser (AMA) on coordinating engagements and visits, including booking venues, managing guest lists, and wider logistics.
• Assist with document drafting, such as reports, letters, Business Cases, Casework and Non-Objection Certificates, ensuring accuracy and adherence to organisational standards.
• Assist in obtaining Diplomatic Flight Clearances for all Diplomatic flights entering and leaving Pakistan airports.
• Ensure the accurate retention of Defence Section documentation for audit purposes, maintaining compliance with organisational policies and regulatory requirements.
• Provide administrative support for new joiners and MOD students, assisting with onboarding, orientation and departure processes. In addition, provide administrative support to MOD students during their tenure in Pakistan.
• Lead on the general office management including ordering and managing office stationery and supplies.
• Support the Defence Section’s team members as and when required, assisting with various tasks and projects to enhance team efficiency and productivity.

• You must have good judgement, excellent IT skills, particularly in Microsoft Office (Excel, Word, PowerPoint and MS Teams),
• be a reliable team player, show resilience, and be able to consistently deliver results while managing the conflicting demands on the DA’s time.
• You should be able to anticipate needs and offer practical solutions.
• The job holder must have an excellent oral and written communication, organisational and self-management skills.
• Working closely with the AMA, you will have the opportunity to provide corporate and policy guidance, and to offer advice and support to colleagues across all grades in the High Commission and beyond.
• This role tests the full range of behaviours for Band AO and offers an excellent developmental opportunity in a challenging overseas environment.

Language requirements: 

Language: English

Level of language required: Excellent/ fluent.

Security clearance required:

Please note: The role will involve access to and handling of classified or sensitive information. All applicants must therefore be able to achieve the UK’s SCE level of security clearance or already hold it.

Because of the security clearance requirement mentioned above, only nationals of the following countries are eligible to apply:

UK, US, Canada, Australia, New Zealand, Ireland, EU

However, applications will be considered from candidates working overseas for HM Government in the past ten years or who already hold adequate security clearance. In light of the tight timings ALL applicants must have permission to work in Pakistan.

Applicants who do not meet this criterion will not be considered