Personal Assistant to the Ambassador & Administrative Assistant

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

Details:

The Embassy of Ireland, Manila is seeking applications from suitably qualified candidates to support the broader objectives of the Embassy. Candidates must have a permanent, legal right to reside and work in the Philippines. We are seeking to recruit a resourceful and flexible colleague with previous experience to join our team. 

   

 Roles and Responsibilities:

• Managing the Ambassador’s office and diary;
• Maintains a network with key contacts within the Government of the Philippines and other key partners
• Arranging meetings with Ministerial and other high-level partners.
• Maintaining updated contact databases for the Embassy; Acts as focal liaison for the Irish community, missionaries and business community
• Managing invitations and logistics for events;
• Attending meetings with the Ambassador and drafting of meeting records and reports.
• Prepare briefing papers on topical Political and Economic events in the Philippines for the Ambassador and DHoM
• Coordinate full service provision to Embassy, liaising between local Philippine suppliers (ICT, security, accounts, stationery, utilities) and Irish headquarters as needed
• Monitoring daily coverage of news, press releases both online as well as hardcopy;
• Managing the generic email inbox (incl. replying to invitations, replying to queries relating to travelling to Ireland, trade, media, cultural events, etc.);
• Drafting official communications; including messages from the Ambassador to the local Irish community and other mission contacts; official messages to the Philippine Government Ministries;
• Support administration of project funding support, including under the Human Rights, Conflict Resolution in BARMM and Gender Programmes.
• As a key member of a small team, occasionally represent the mission as meetings and working groups as requested by the Ambassador
• Dealing with requests for mission support relating to cultural, sports, educational events
• Organisation of all major representational events, receptions, dinners, incl. St Patrick’s Day celebration(s) in March (incl. guest list, invitations, catering, communication with relevant state agencies);
• Office administration to the Embassy, including all file management (electronic and hardcopy)

 

Other duties of the PA include

• Booking hotels and/or restaurants for guests;
• Event management (incl. drawing up guest lists, preparing invitations and menu cards, arranging catering staff, rental, etc.);
• Protocol Duties;
• Accompanying the Head of Mission or attending meetings relating to cultural initiatives of the mission (upon request);
• Logistical support for official visits from Ireland (incl. arranging bilateral meetings, local transportation, accommodation, etc.);
• Conducting research, in particular with regard to requests from HQ;
• Communication with the landlord and other service providers re Office maintenance;
• Providing cover for annual leave and any other tasks as required.

 

Essential Requirements candidates must be able to demonstrate:

• Candidates must have previous professional experience in the same field
• The candidate must demonstrate using work based examples of providing excellent interpersonal skills, being persuasive, working in a team but also dealing effectively with people in external organisations;
• The candidate must provide evidence of flexibility, efficiency and effectiveness showing strong organizational skills, attention to detail, able to work under pressure and to manage multiple tasks;
• The candidate should provide examples of being solutions-oriented, and committed to delivering results, including by adapting approach if necessary;
• The candidate must be fully bilingual in English and Tagalog; (language test may be included as part of the shortlisting process);
• The candidate must demonstrate using examples, their working knowledge of Microsoft Office Suite (Outlook, Word, Excel);
• All applicants must have a permanent legal right to reside and work in the Philippines.

 

Desirable Skills and Experience:

• A good understanding of the role of the Department of Foreign Affairs and the Embassy;
• 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.

 

Terms and conditions of employment:

• The successful candidates will be hired on an indefinite contract basis and will be based at the Embassy of Ireland at Makati City.
• Monday to Friday, 40 hours per week, with standard office hours from 8:30 am to 4:30pm
• Annual Leave entitlement 20 days per annum.
• The salary for the position is Php594,280.68 per 13-month annum, paid locally on a 15 day basis. Salaries are paid direct to a bank account, therefore, the successful candidate must have a personal bank account.

 

How to apply

 

 

Selection Process:

• Depending on the number of applications received, a short-listing of candidates to be called for a competency-based interview may be undertaken based on the Essential/Key Requirements above.
• It is planned that interviews will be held before the end of February 2024
• A skills test may be included in the recruitment process;
• A second interview may be included in the recruitment process; and
• A panel may be set up depending on the calibre of candidates;
• Successful candidate will be required to present at least 2 reference letters and valid NBI clearance.

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