View Vacancy – Personal Assistant to the Deputy High Commissioner, Grade – EO, 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:

You will be joining a high-performing Private Office that sits at the heart of the British High Commission in Islamabad.  Private Office is part of the Pakistan Network’s Strategic Engagement and Understanding (SEU) section, which leads on all issues relating to domestic politics and bilateral engagement.  SEU comprises three clusters:  Political, Visits, and Private Office & Secretariat.  

Within SEU, Private Office (PO) is the ‘engine room’ of the mission, providing support to the leadership team which includes the High Commissioner, Deputy High Commissioner, and Development Director.  Its functions include engagement planning, meeting coordination, policy coordination, travel planning, and a wide range of other support functions.  

In this role, you will be providing support to the Deputy High Commissioner.  You will provide a mixture of strategic support, effective administration, diary and inbox management, and act as a central point of contact inside and outside of the High Commission.  You will also provide leave and absence cover for the High Commissioner’s Assistant Private Secretary (diary manager) and be a strong team player in Private Office and SEU.

In practice, you will be required to manage the DHC’s diary, ensuring internal and external appointments are well planned and the DHC’s time is managed effectively.  This involves close liaison with all sections of the High Commission, with senior Pakistani figures and their offices, with other diplomatic missions and INGOs, and with the transport team.   You will act as the focal point for a number of projects on which the DHC leads or is involved in.  You will have to deal efficiently with the large quantity of correspondence (on paper and electronically) which crosses the DHC’s desk and monitor the DHC’s budget.

This job is varied and will require some flexibility in helping out with large events at the High Commissioner’s Residence.  The successful candidate will need to be well organised, be able to deal politely, confidently and effectively with senior Pakistani contacts and colleagues, and to be absolutely trustworthy and discreet.

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

Roles and responsibilities that a jobholder will be expected to achieve:

The successful candidate will fulfil the following tasks:

• Management of DHC’s diary, paying attention to details and being proactive in solving diary    conflicts and other issues.
• Supporting oversight of the DHC’s inbox, as required.
• Understand the overall objectives of the High Commission and the different sections to help prioritisation of the diary.
• Coordinate internal and external meetings, ensuring all facilities, meeting rooms, etc are booked.
• Ensuring the DHC is adequately prepared and briefed for meetings, commissioning speeches, briefing as required.
• Organise events at DHC’s house, including managing guestlists, sending invitations and managing RSVPs.  Liaison with security team.
• Manage correspondence and paper flow in and out of DHC’s office, ensuring it is dealt with promptly and by the most appropriate section.
• Work with UK Visas & Immigration (UKVI) colleagues to manage visa requests received by High Commissioner (HC) and Deputy High Commissioner (DHC).
• Act as Secretary to the Post Security Committee, including minuting the meetings.
• Support HC’s Assistant Private Secretary and Private Secretary as required, covering leave and other absences.  Flexibility to help when things are busy.
• Record-keeping for Travel Risk Assessments
• Supervise Office Manager in the Surprise Check roster
• Collate leave plans for the Senior Leadership Team.
• Provide support for large events as required, eg King’s Birthday Party.

Working patterns:

You will be contracted to work the standard 36 hours per week (not including lunch).  
Standard hours:

• Monday to Thursday:  0800 – 1600 (half an hour for lunch)
• Friday:  0800 – 1300 (no lunch break)
• Saturday/Sunday: Closed

Flexible start and finish times may be agreed to help with different family circumstances and at other times with the prior written consent of the relevant Line Manager and Head of Section, provided, that any such changes maintain the operational requirements of the BHC.  
We are also open to applications from people who want to work flexibly (ex: 4 days a week minimum).

Learning and development opportunities:

The British High Commission offers a wide range of learning and development opportunities which will be accessible to the jobholder, including on leadership, personnel management, diversity training and more.

Any other information (or specific local Post requirements):

Each application is considered on its own merits, but the successful applicant will be subject to satisfactory security clearance. 

Due to the security requirements of the position applicants should be British, US, Australian, New Zealand, Canadian or European national (and usually mono-national) who have spent at least two of the last five years in their home countries. 

Applicants must be willing to undergo the clearance procedure, and your application should set out your nationality and places of residence for the past five years.

Employment will be offered only after appropriate level of UK standard security clearance is received. Any applications that do not meet the eligibility criteria or the security requirements will not be considered. 

Essential on arrival:

• Previous experience (2+ years) coordinating and planning complex schedules, events, and travel
• Previous experience (2+ years) in an administrative / office environment
• Strong interpersonal and communication skills. Able to articulate judgements and decisions clearly and accurately. 
• Able to deal politely and effectively with colleagues and external contacts including Ministers and their offices.
• Strong organisational skills and accuracy in your work.  Have good attention to detail, be creative in solving day-to-day problems and strong follow-up.
• Strong computer skills including knowledge of Microsoft applications e.g. Excel/Word/Outlook.
• Flexibility.
• Ability to be discreet, especially on issues that involve personal data or politically sensitive discussions

Language Requirements:

• Language: English 
• Level of language required: Fluent written and spoken 

Security clearance required:

• 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.
• Due 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
• ALL applicants must have permission to work in Pakistan.

Applicants who do not meet this criterion will not be considered