KWT - Visits and Administrative Officer (AO)

Job Description (Roles and Responsibilities)
The British Embassy in Kuwait is seeking a highly motivated and
enthusiastic individual for the position of Visits and Administrative
Officer , job grade Administrative Officer (AO).
The jobholder will lead on the organisation of inward visits to Kuwait of UK
Ministers, VIPs and senior government officials. For political visits - this
involves planning the programme and securing meetings. For non-political
visits, the jobholder will work as an integral part of a larger Embassy team
and secure official calls. The jobholder will need to establish and maintain
relationships with key contacts in the relevant Diwans, Ministers' Offices, UK
Institutions and the Ministry of Foreign Affairs (MFA) to help facilitate
visit coordination.
The jobholder will also be responsible for supporting the wider Political Team
- acting as first point of contact for enquiries and organising calls on
Kuwaiti Officials and Foreign Embassies. They will also assist with Arabic
language needs, HERA (internal HR system) requisitioning logistical support,
database maintenance and act as PA to the Deputy Head of Mission.
Roles and responsibilities:
* Organising visits of UK Ministers, VIPs and senior officials to Kuwait, and facilitating senior Kuwaiti visits to the UK.
* Building and maintaining relationships with key contacts in the Amiri & Crown Prince Diwans, Ministers' Offices and MFA Protocol;
* Arranging and finalising programmes for inward political visits, often to tight deadlines, ensuring accuracy of information (including interlocutors, timings, venues and transport arrangements).
* Arranging the official calls for all inward visit programmes (including those of other sections within the Embassy), working alongside the visit lead;
* Drafting Diplomatic Notes to the MFA to request calls, notify of inward visits etc.
* Liaising with the Corporate Services Team on VIP airport access, close protection and transport arrangements;
* Liaising with the Residence Manager and hotel contacts on accommodation and entertainment-related programme elements;
* Maintaining a record of all visit programmes for future reference.
Political Team Administrative Support:
* Acting as first point of contact for political enquiries (by phone, in person or by email) from members of the public and external organisations.
* Organising calls on Kuwaiti Officials, Foreign Embassies and International Organisations for Political Team members.
* Assisting PA/HMA and the Embassy Translators with Arabic language needs.
* HERA requisitioning and receipting (for Information Budget and all political team needs).
* Providing logistical support for events and external meetings.
* Maintaining and updating contact lists, CV's and databases for the political team
* Assisting the team with general administrative tasks
* PA to the Deputy head of Mission
The above list is not exhaustive and the jobholder will be required to be
flexible and take on other ad hoc tasks as required.
Key behaviours required for the job:
* Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
* Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.
* Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.
* Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
Eligibility:
If you are selected for this position, we will be able to employ you as long
as you:
* Are legally resident in Kuwait (Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country); and
* Complete and successfully pass all local and UK security checks, including professional background checks.

Essential qualifications, skills and experience
* Ability to carry out routine work with minimal supervision;
* High-level organisational and coordination skills, including the ability to prioritise, meet deadlines, and proactively identify and resolve potential problems, with very good attention to detail;
* Team player, with proven ability in collaborating and supporting others to deliver results whilst also capable of working on their initiative and adapting to changing priorities
* Proven experience of working in an Adminstrative role.
* Good working knowledge of Microsoft Office programmes (Outlook, Word, Excel, PowerPoint, and Teams).
* Fluent in English and Arabic with ability to express ideas and messages clearly and concisely.
* Strong customer focus and ability to deliver quality service. Able to organise and prioritise workload and meet deadlines and changing priorities whilst maintaining close attention to detail and without compromising the quality of the work.
Desirable qualifications, skills and experience
* Experience in translation of documentation from English to Arabic and Arabic to English
* Experience of working with Kuwaiti Government officials, Ministries and senior Diwans.
Required behaviours
Making Effective Decisions, Delivering at Pace, Communicating and Influencing,
Working Together
Application deadline Application deadline - day Application deadline - month
Application deadline - year
‎11 April ‎2023
Grade
Administrative Officer (AO)
Type of Position
Full-time, Permanent
Working hours per week
‎38
Region
Middle East & North Africa
Country/Territory
Kuwait
Location (City)
Kuwait
Type of Post
British Embassy
Number of vacancies
‎1
Salary Currency
KWD
Salary
‎718.994
Start Date Start Date - day Start Date - month Start Date - year
‎1 June ‎2023
Other benefits and conditions of employment
Working conditions and remuneration:
The Embassy aims to offer an attractive working environment and remuneration
package for this role, including a non-negotiable gross salary of KWD
‎718.994 per month. The package includes a good level of medical insurance, a
return flight fare to your home country for non-Kuwaitis every two years,
relevant social security payments for Kuwaiti nationals, and an engaging
working environment. Leave entitlement is ‎30 days per year (on pro rata basis)
plus ‎14 public holidays.
There are no other allowances payable as part of this package. No
accommodation and relocation expenses are payable in connection with this
position.
This position is for a full-time employment, on permanent contract, subject
to a ‎3-month probationary period.
Conditioned working hours are ‎38 hours gross per week (this is made up of ‎35.5
hours net per week and a daily ‎30-minute lunch break). The normal working
hours are ‎07:30 - ‎15:30 from Sunday to Wednesday and ‎07:30 - ‎13:30 on
Thursday
Due to the nature of the work, the jobholder should be flexible in their
approach to hours worked as these will be dictated by operational needs and
may involve working out-of-hours (evening/ weekend) during events for which
you will be expected to be present. In where out of hours work is necessary,
in agreement with the line manager, the jobholder would be expected to work
shorter hours in the week.
The Embassy has an active Continuous Professional Development Committee, and
the whole of Post is committed to providing the time and resources for staff
to develop professionally. The ‎70/‎20/‎10 learning, and development model is
applied in a flexible manner, with both internal and formal opportunities
readily available. There will likely be an expectation of undertaking training
specific to crisis response/ management in ‎2023.
Additional information
How to apply:
Interested candidates must include to their online application form ‎1) an
updated Curriculum Vitae (CV); ‎2) examples/ demonstrative evidence against in
the relevant sections of the online application form of how you meet the key
behaviours and skills required.
Applications that do not include this information will not be considered.
Closing date of receiving applications is on ‎11 April ‎2023 by ‎23:55 (local
time).
Applications received after the stated deadline will not be considered.
Process:
The recruitment process, including security clearance, is expected to take
around two - three months. The security clearance process includes checks
available in country and with UK, dependant on the security level required for
the role and the candidate's profile and UK footprint. You may experience some
delay in the progress of this recruitment campaign, and we are working hard to
minimise any disruption.
Appointable candidates who were unsuccessful at interview may be placed on a
'reserve list'. If during the reserve period of six (‎6) months the same or a
largely similar role becomes available, that role may be offered to the second
or subsequent candidate.
The start date mentioned in the advert is a tentative start date and the
successful candidate will be required to undergo security-vetting procedures.
Any offer of employment will be subject to the candidate achieving suitable
clearances and reference checks.

The British Embassy Kuwait is an equal opportunities employer, dedicated to
inclusivity, a diverse workforce and valuing difference. Staff recruited
locally by the British Embassy are subject to Terms and Conditions of service
according to local Kuwaiti employment law.
Please be aware that you will only be able to apply to vacancies for Country
Based Staff roles with the British Government through this official tal.net
site (operated by Oleeo). Jobs may be advertised on third party websites,
however our adverts will always link back to the official tal.net site. If you
complete and send an application through any other site, we will not receive
it.