Office Manager – Judicial Cooperation

Job description / Role

Position: Office Manager – Judicial Co-operation
Grade: Band 14
Location: Abu Dhabi
Contract: Fixed Term Contract for 8 months (could be extended - subject to funding)

Job Description

The British Embassy, Abu Dhabi is seeking a professional, forward thinking Office Manager, with excellent organisational and communication skills, to oversee the day to day running of the Judicial Co-operation Office and to support the UK Liaison Prosecutor and the law enforcement network in the UAE.

The successful candidate will ideally be able to demonstrate a high attention to detail and be able to work independently, self managing their duties. In addition, the individual will be well versed in document management and take a proactive, professional approach to their work.

The Office Manager will manage the Judicial Co-operation Office on a daily basis and provide full support to the Liaison Prosecutor, based in Abu Dhabi and Dubai. The candidate will also provide support and advice to UK law enforcement agencies and government contacts (UAE legal authorities; Ministry of Justice, Ministry of Foreign Affairs, UAE financial authorities/banking organisations amongst others).

Principal Responsibilities:

1) Case Management of UK Mutual Legal Assistance (MLAR) & Extradition Requests:

• Establishing, updating and active monitoring of MLAR and extradition database/document control system

• Checking of complex legal requests from UK law enforcement agencies against agreed guidelines

• Providing advice (formal and informal) to UK law enforcement agencies/requesting parties on UK/UAE treaties and on UAE judicial procedures

• Preparation of judicial co-operation correspondence for UK/UAE contacts

• Acting as a dedicated point of legal affairs contact for all UK law enforcement agencies and host government contacts

• Interfacing with the translation department - supervising & liaising with Judicial Co-operation Translator to produce complete and accurate legal requests in Arabic

• Submission of MLAR/extradition requests to UAE legal authorities, with all appropriate paperwork; diplomatic notes, translations and receipts

• Submission of monthly report to senior management, senior lawyers, and judicial co-operation colleagues outlining new requests, case updates and replies received from host government

• Preparation and return of case material provided by the UAE authorities to UK law enforcement agencies

• Summarising complex legal documents (case work summaries)

• Prioritising work to achieve departmental objectives (country business plan objectives) and to take into account UAE/UK time differences to enhance communication

2) External Liaison, Building and Maintaining Close Working Relationships:

• Creating and maintaining positive inter-professional working relationships with
UK law enforcement agencies including case lawyers, as well as representatives from host country such as ministries and financial authorities/banking organisations to maintain positive levels of co-operation

• Reciprocal work - assisting host government agencies to obtain updates on outgoing UAE mutual legal assistance requests and extraditions to the UK along with answering enquiries on UK legislation/working practices

3) Other Duties:

• Performing and co-ordinating research - regularly checking, filing and circulating any relevant news/articles that may affect the work of the Judicial Co-operation Team

• Organising and maintaining law library and documents

• Preparing diplomatic notes for official calls on judicial contacts/UAE ministers and arranging calls in London during business visits

• Diary management for the Liaison Prosecutor ; arranging meetings in and out of the office, obtaining and preparing relevant information to support these meetings

• Arranging travel & hotel bookings for the Judicial Co-operation Team

• Budgets – submitting all claims for Judicial Co-operation Office, updating accounts spreadsheets, monitoring budget, providing updates to judicial colleagues and forecasting any shortfall in funding

• Assisting with organisation of inward and outward VIP and official visits including preparation of programmes, co-ordinating with attendees to ensure smooth running of meetings and distribution of all necessary information

• Stationery store – ensuring adequate stocks of stationery and office supplies, purchasing equipment as required

• Ad hoc assistance with project work, spreadsheets etc

• Participation in Embassy emergency planning and any response to a crisis affecting UK citizens.

Requirements

KEY SELECTION CRITERIA

Caveat: The successful candidates will be required to undergo security vetting procedures. Please note that due to the nature of this role and of the information handled in this position, only candidates that can obtain a high level of security clearance can be considered.

Essential

• Excellent customer service skills, telephone manner and email etiquette
• Experience of ability to work independently, self managing duties and to seek guidance when required
• Ability to create rapport and positive working relationships with internal and external partners
• Knowledge of UAE government culture, local law enforcement and working practices
• Demonstrates a strong ability and experience in office management, with excellent computer skills (Microsoft Word, Excel and Powerpoint).
• Demonstrates initiative, adaptability and the ability to work flexibly both in a small team and individually
• Demonstrates ability to fluently communicate in English, both oral and written, at all levels
• Excellent organisational skills, including ability to organise workloads, set priorities, meet deadlines and maintain close attention to detail
• Experience of dealing with and protecting restricted and confidential material and information
• Willingness to read up on and familiarise oneself with relevant UK legislation.

Desirable, but not essential

• Knowledge of UK/UAE legal treaties/laws
• Willingness to travel within the UAE, subject to business needs
• Has a valid UAE driving license or willing to obtain one within 2 months of substantial appointment
• Arabic language skills

KEY COMPETENCIES

• Delivering Results
• Communicating & Influencing
• Customer Focus
• Problem Solving & Judgement

Working Hours and Remuneration

Conditioned working hours are 38 hours per week. Standard working hours are from 07.30am until 2.30pm on Sunday to Thursday.

The Embassy aims to offer an attractive working environment and remuneration package for this role, including: salary of AED11,360 per month, inclusive of all allowances, Band 14; 25 days’ vacation per annum; medical insurance; free, on-site parking (subject to availability); and free access to on-site swimming pool, gymnasium and sports facilities.

Potential candidates for the position will be invited to take a written test. Those who pass this test will be invited back for an interview. The successful candidate will be required to undergo security vetting procedures.

To Apply

External & Internal applicants should submit the following:

(a) A Statement of Suitability (no more than two pages) setting out why you are the suitable person for this role. Your statement should include clear examples of how you meet the key competences.
(b) A typed CV of no more than three pages.

The last date for receiving all applications is 10th July 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

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.