Main purpose of job:

The British Embassy in Dakar is seeking to appoint an Executive Assistant to the Ambassador and Residence Manager. It is an exciting time to join the British Embassy, which has responsibility for the UK’s relationships with Senegal and Guinea Bissau. In particular, the UK’s relationship with Senegal has been expanding fast over the last few years and is currently focused on 3 shared priorities: mutual prosperity, mutual security, and sustainable development.

The successful candidate will work closely with the Ambassador and will play a key role in the Embassy, including as part of the Senior Leadership Team. This is an exciting and challenging position that requires excellent inter-personal, organisational, and leadership skills.

As Executive Assistant to the Ambassador, the successful candidate will manage the efficient running of the Ambassador’s office, including managing her diary, hospitality, travel and drafting correspondence as required. As Residence Manager, the successful candidate will lead the residence team, which includes a chef, a steward, and a housekeeper, and play a key role in successful embassy and residence events.

Roles and responsibilities:

Executive Assistant (70%)
-Rapidly and accurately schedule the Ambassador’s meetings and travel, juggling requests from Senegalese interlocutors, the embassy and London colleagues.
-ensure an effective and efficient use of the Ambassador’s time and relationships, working closely with all Embassy teams on prioritisation.
coordinate briefings and speeches, as required, for the Ambassador’s meetings.
-Advise staff on her ways of working.
-Advise on protocol issues with host Government.
-Maintain and grow a network of contacts in government, the diplomatic corps, private sector, and civil society in Senegal and Guinea Bissau.
-Ensure efficient running of the Ambassador’s office, including managing phone calls, messages and mail addressed to the Ambassador, delegating to the relevant officer as necessary and proactively seeking out opportunities to improve office management.
-Have strong note verbale writing skills and be able to draft correspondence in English and French.
-Oversee and plan official travel and programmes, including for visiting Ministers.
-Carry out diplomatic bag tasks.
-Maintain a gift register for the embassy.

Residence Manager role (30%)

-Be an active member of the Senior Leadership Team.
-Motivate, support, coach and develop the residence team, providing guidance on embassy priorities, representing their views at the Senior Leadership Team meeting, and giving them feedback and annual reviews to improve their performance, in close collaboration with the Ambassador
-Collaborate with the Events Manager to deliver successful events at the embassy/residence to promote UK objectives.
-Liaise with the Corporate Services team for logistical requirements and maintenance work at the residence, following up efficiently.
-Ensure that the Residence is a real representational asset for HMG, delivering post objectives whilst respecting value for money principles.

Resources managed:
-3 Residence staff
-Oversight of ad-hoc “surge” event team during embassy events

Essential qualifications, skills and experience 1
-Fantastic organisational skills, with strong attention to detail and an ability to deliver and prioritise in a fast-paced work environment, requiring minimum supervision and delivering to deadlines.
-Strong interpersonal and team player skills and ability to work well and professionally with everyone across government ministries, the diplomatic corps and other stakeholders, and good customer skills.
-Discretion, resilience and flexibility, and ability to deal with sensitive issues,
-Fluent oral and written skills in written and spoken English and French, with ability to translate, draft and proofread in both languages.
-Excellent communication and influencing and IT skills.

Desirable qualifications, skills and experience
-Knowledge of protocol standards and criteria, including for note verbales.?
-Previous budgetary responsibilities and/or understanding of value for money requirements.
-knowledge of UK culture.
-Previous working experience in an embassy or international environment.

Required behaviours
Changing and Improving, Managing a Quality Service, Delivering at Pace, Working Together