Application deadline : 4 August 2025
Grade : Administrative Officer (AO)
Type of Position : Permanent
Region : Africa
Country/Territory : Zimbabwe
Location (City) : Harare
Type of Post : British Embassy
Salary : USD 2,973.83, subject to taxes and other statutory deductions.
Type of Salary : Monthly
Start Date : 1 September 2025
Job Category
Other British Government Departments (Partners across Government, including UK Visas)
Job Subcategory
MOD (Ministry of Defence)
Job Description (Roles and Responsibilities)
The role involves offering professional administrative and organizational assistance to the Defence Attaché (DA), ensuring the effective operation of the Defence Section (DS) office and its obligations across Harare, Lusaka, and Lilongwe. Responsibilities include managing the DS diary, processing correspondence, and acting as the primary point of contact between the DA and various parties.
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We are looking for a proactive individual capable of handling a diverse range of duties in a fast-moving, high-stakes environment, possessing exceptional organizational, problem-solving, and communication abilities. This position demands sound judgement, the capacity to foresee needs, along with strong interpersonal and organizational capabilities.
The individual will be expected to maximize the DA’s efficiency, exhibit enthusiasm, and adapt to changing situations. Collaboration and proactivity are also key attributes required for this role.
The Job Holder will be a part of the Defence Section Team at the post and will need to work in close cooperation with other team members and staff from the Embassy and High Commission across all three countries.
Diary Management (60%)
Oversee the DA’s schedule, which involves organizing meetings, assessing requests, and responding to invitations. The job holder will need to demonstrate excellent decision-making abilities to handle numerous diary requests, manage conflicting meeting schedules at short notice, and prioritize various demands.
Coordinate meetings and calls with a diverse mix of stakeholders, including high-ranking government officials.
Ensure that the DA is fully briefed and ready for all engagements.
Correspondence and Communication (10%)
Handle the DA’s paper and electronic communications, ensuring prompt responses and proper follow-ups while filtering and prioritizing messages.
Prepare and format correspondence on behalf of the DA, including letters and Note Verbales (Diplomatic letters).
Welcome and accompany the DA’s guests into the Mission, coordinating with the security team as necessary.
Foster positive working relationships with stakeholders across the Mission, government departments, and other missions.
Address visa inquiries from the DA’s contacts in collaboration with the Visa Outreach Officer at the post.
Event & guest list management (10%)
Keep updated contact lists for the DA’s key connections, such as Diplomatic Missions and government officials.
Draft and send out invitations for small luncheons/dinners hosted by the DA, which includes tracking RSVPs, following up for confirmations, and relaying final attendance numbers to the Residence Manager.
Collaborate with the Residence Manager to arrange events hosted by the DA at the HMA official Residence, and ensure that speaking points and briefing notes are prepared in advance as necessary for the DA.
Administrative & travel management (10%)
Maintain an organized online filing system for the DA’s correspondence.
Process expenses and claims adhering to policy guidelines.
Coordinate the DA’s official travel, including logistics, visas, lodging, and briefing materials, while working with security and transport teams as needed.
Address inquiries from the Joint Casualty and Compassionate Cell as directed.
Arrange hotel and flight bookings for the DS.
Ensure that the DA’s driver is updated on the DA’s movements both within and outside of Harare.
Line Management & other duties: (10%)
Provide cover for the Assistant to the DA (ADA) during their absence.
Essential qualifications, skills and experience
Applicants will only be considered for this role if they hold a passport from the UK, US, Canada, Australia, or New Zealand (DUAL NATIONALS WILL NOT BE CONSIDERED).
Candidates must be able to obtain FCDO clearance at SC(O) level and NCA clearance; any successful candidate will only secure the position once the necessary security clearance has been achieved. It is crucial for the candidate to demonstrate a recent (within the last 5 years) presence in the UK or their country of residence to qualify for the SC clearance.
A minimum of 3 years’ experience in a comparable personal assistant/executive position is required.
Exceptional organisational abilities, with a strong capacity to prioritise effectively, are essential.
Demonstrated capability to handle multiple responsibilities in a fast-paced environment while under pressure is necessary.
The candidate should be able to work autonomously without requiring close supervision.
A high level of discretion and integrity in managing sensitive information is vital; this role demands composure, diplomacy, and tact.
An excellent command of both written and spoken English is required.
Proficiency in Microsoft Office (Outlook, Word, Excel, Teams) is necessary.
Desirable qualifications, skills and experience
Experience in a diplomatic mission, government office, or international organisation is preferred.
Experience in collaborating with cross-functional teams is also valued.
Required behaviours
Effective communication and influencing, achieving results efficiently, making sound decisions, and managing a quality service.
HOW TO APPLY :
https://fco.tal.net/vx/mobile-0/appcentre-ext/brand-0/spa-1/candidate/so/pm/4/pl/1/opp/25348-Executive-Assistant-Defence-Section-AO-09-25-HRE/en-GB
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