Office Manager & Executive Assistant to the Ambassador

The Embassy is seeking to recruit a resourceful, proactive and flexible individual with previous experience in a similar environment to fill the position of Office Manager & Executive Assistant to the Ambassador in the Embassy.

Roles and Responsibilities:

The precise range of duties will vary over time according to the needs of the Embassy, but will include the following:

 Day-to-day office management, including administration, human resources, security, health and safety, to include procurement, compliance and stakeholder management;

 Management of official communication with the Filipino Government Ministries;

 Management and coordination of the Ambassador’s office and diary, including the external Embassy mailbox and phone lines;

 Day to day management of Embassy Driver;

 Provision of logistical support for official visits (including arranging bilateral meetings, local transportation, accommodation, etc.);

 Arranging travel and protocol matters for Ambassador and other diplomatic staff;

 Managing all procurement services for the Chancery and Residence in line with HQ procurement guidelines, as required for goods and services

 Records management, inventory management, and maintenance of contacts database;

 Event management, including invitations, logistics and coordination with the Residence Housekeeper and liaising with service providers to ensure a continuously high standard of service;

 Preparation of informal translations;

 The successful applicant will report directly to the diplomatic staff in the Mission;

 Other duties as required from time to time

Essential Requirements candidates must be able to demonstrate:

 Candidates must hold a degree in a relevant discipline

 Candidates must have previous professional experience in the same field

 Excellent interpersonal skills, teamwork, and working effectively with people in external organisations;

 Ability to work effectively in a fast-paced environment, manage multiple tasks and meet deadlines, plan and organise work and assignments with minimal supervision;

 Proven ability to collate and distil large amounts of information, summarising findings to be used for management decisions and planning;

 An understanding of critical administrative tasks, including procurement and financial management and record management

 The candidate must be fully bilingual in English and Tagalog;

 Good working knowledge of Microsoft Office Suite (Outlook, Word, Excel);

 All applicants must have a permanent legal right to reside and work in the Philippines, prior to recruitment.

Desirable Skills and Experience:

 The successful applicant will work alongside other local employees of the Embassy, and will report directly to the diplomatic staff in the Mission. Previous experience in a diplomatic mission is desirable, but not essential.

 Experience in project management