Administrative Support Officer, Uk Delegation to

vor 1 Woche

Wien, Wien, Österreich Foreign & Commonwealth Office Vollzeit
Job Description (Roles and Responsibilities)

The UK Delegation to the OSCE in Vienna is looking for an
Administrative Support Officer.
The Administrative Support Officer will
- be in charge of
budgets and project management, including tracking UKDel's budget forecast for travel and expenses, and supporting payments to the OSCE for UK-funded projects
- lead on
visits and events, including leading programme and logistics for visitors (for example UK government Ministers or senior officials) and supporting the organisation of UK-hosted events. Specific logistic lead for the team on the annual OSCE Ministerial Council (typically held every December), including leading on transport, accomodation, accreditation and supporting the Head of Delegation's programme.

Additional responsibilities:

  • Cover for PA to the Ambassador when needed, for example by managing the Ambassador's diary and daily/weekly programme, organising overseas travel and coordinating any relevant briefing from wider team.
  • Support wider team when needed, including on external communications, and teamwide L&D (for example shadowing scheme with other departments/British Embassies).
  • Attend quarterly British Embassy IT committee meetings and communicate key updates to team.
  • If desired, support on policy work, for example by leading on security aspects related to Youth/Children including by attending relevant meetings and reporting back to HQ.


As a key member of our small and busy team, you will work closely with the Ambassador, Deputy Head of Mission, wider UK Delegation and UK-based HQ leads to provide strong administrative support to the whole team.

You will be a key point of contact and hub of information across the team, as well as externally, including by managing the shared UK Delegation inbox ensuring the team is up-to-date with the latest schedule of OSCE meetings.


You will act as Visits and Events lead for the team, organising the programme and logistics for visitors and supporting organisation of UK-hosted events.

This will be particularly important in the run-up to and during the OSCE Ministerial Council event, where you will play a key role in preparations and on-the-ground support.


You will track and forecast the UK Delegation travel and expense budget, and work with policy leads, Corporate Services and the OSCE in handling payments for UK-funded projects.


In addition, you will cover as PA for the Ambassador when she/he/they are on leave, and remain flexible to support the wider team as needed, including on communications work, for example by managing the UK Delegation Twitter account.

Essential qualifications, skills and experience

  • Fluency at C1 level in English according to the CEFR framework
  • Excellent interpersonal and organisational skills
  • Excellent time management and an ability to respond to changing priorities and tight deadlines
  • Proficiency at Microsoft Office tools (Teams, Excel, Word) from a user's perspective
  • Availability to occasionally work out of normal office hours during busy periods
Desirable qualifications, skills and experience

  • Fluency at C1 level in German according to the CEFR framework
  • Experience of managing visits/events, and of project management


 Required behaviours
  • Seeing the Big Picture, Delivering at Pace, Communicating and Influencing, Working Together Application deadline Application deadline day Application deadline month Application deadline year
  • 29 January 2023
Grade

  • Administrative Officer (AO)
Type of Position

  • Fulltime, Permanent
Working hours per week

  • 35
Region

  • Europe, Eastern Europe & Central Asia
Country/Territory

  • Austria
Location (City)

  • Vienna
Type of Post

  • UK Delegation
Number of vacancies

  • 1
Salary Currency

  • EUR
Salary

  • 3210 gross
Start Date Start Date - day Start Date - month Start Date - year

  • 1
March 2023

Other benefits and conditions of employment

When OSCE is in session the job holder will need to show flexibility and willingness to occasionally work out of normal office hours during busy periods, and be available to travel to support the Head of Delegation and team at annual multilateral events (OSCE Ministerial Council);

This is a full-time permanent position of 5 days per week. Working hours are flexible and staff are entitled to time-off-in-lieu for extra hours worked.

The annual leave entitlement is 25 days per year pro rata and the Embassy also enjoys 14 Austrian / UK public holidays per year and we are committed to ensuring a work / life balance.

Monthly salary will be € 3,210.00 gross, payable 14 times a year for those liable for Austrian tax.

Additional information


Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.


  • Please note Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C1 as Mastery or pr

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