Executive Assistant to the Regional Director & Senior Management
UK Border Agency (UKBA)
Executive Assistant to the Regional Director & Senior Management UKBA
The UK Border Agency, British Embassy, Abu Dhabi is seeking an enthusiastic and reliable executive assistant to provide support to the Regional Director and a small team of senior managers (4 in Abu Dhabi & 2 in Islamabad).
This post is being offered as a fixed term contract for one year.
Organise and maintain shared diaries and calendars on MS Outlook.
Organise meetings, facilitate and manage hotel bookings, travel arrangements, airport transfers and visa requirements.
Organise, monitor and send reminders for meetings at post plus Regional and Board dial-in conference calls taking minutes as required.
Collation of all Regional Manager Reports for the Directors report to London, including the management, update and distribution of the regional progress tracker, along with the Regional Monthly, Quarterly Business Assurance checks and post & visa application centre returns.
Prioritise and deal with incoming and outgoing correspondence, emails, telephone call and requests.
Responsibility for managing regional communications, monitor and update of electronic staff messaging system, collation of information and articles for Newsletter publication across the region
Assisting with programmes for visits, including the organisation of social/business events, liaison with suppliers and catering contractors.
Receiving visitors, including senior visitors and VIPs.
Performing other administrative duties as required.
Manage and maintain local contacts, plus collation of statistics and maintenance of numerous spreadsheets
To take part in the Embassy emergency planning and any response to a crisis
Key Selection Criteria
Managing Self, Others and Resources Have the ability to plan ahead, prioritise and organise work effectively
Communication present, record accurate messages and produce reports summarising relevant information.
Delivery of Results able to handle a variety of tasks, working with speed and professionalism recognising the dependency of others.
Working with Others Supportive of colleagues, with the ability to adapt positively to changing priorities.
Previous experience of UK Immigration would be an advantage for this pivotal support role and the ideal candidate should have:
Excellent planning and organisational skills with the ability to work independently, apply initiative and work under pressure to meet multiple and changing priorities, deadlines and objectives.
Excellent oral, written and interpersonal skills.
Competent IT skills; good working knowledge of Microsoft Word, Outlook, Excel and Power point.
Be flexible and adaptable
Be able to travel to regional posts, should this be necessary.
Applicants should have or will need to be cleared to an appropriate level of UK security clearance and be able to obtain a valid UAE police clearance certificate.
If selected to be able to start on the stipulated start date, mid to end June 2012 and be legally present in the UAE.
Working with others
Working Hours and Remuneration
The Embassy aims to offer an attractive working environment and remuneration package for this role, including: salary of AED 9,380 per month, inclusive of all allowances, Band 13; five weeks vacation per annum; medical insurance; free, on-site parking (subject to availability); and free access to on-site swimming pool, gymnasium and sports facilities.
Conditioned working hours are 38 hours per week. Standard working hours are from 07.30am until 2.30pm on Sunday to Thursday, but work outside these hours may also be required to meet operational needs. Alternative working hours may also be decided by mutual agreement.
Potential candidates for the position will be invited to take a short written test. Those who pass the written test will be invited back for an interview.
The closing date for applications- 28th May 2012
The British Embassy Abu Dhabi is an equal opportunities employer, dedicated to a diverse workforce. We welcome all applications irrespective of race, colour, gender, disability, religion, belief, marital status, creed or age
About the Company
About the Company
UK Border Agency (UKBA) operates visa-processing sections in British Embassies and Consulates overseas. We have expanded our Abu Dhabi operation to become a regional processing centre, handling up to 250,000 visa applications per year with a team of over 180 staff. Our team is committed to providing a first class service and is expected to be flexible and hard working. We are always prepared to react positively to change and try new ways of working.