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Job Opportunity

Embassy of Ireland in Sweden

 

 

Personal Assistant to the Ambassador/ Consular Officer

Embassy of Ireland, Stockholm

 

Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.

 

 

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 of Ireland to the Kingdom of Sweden.  

 

Roles and Responsibilities:

  • Managing the Ambassador’s office and diary;
  • Managing invitations & logistics for embassy events;
  • Arranging travel for diplomatic staff in conjunction with Embassy driver;
  • Logistical support for official visits from Ireland (including arranging bilateral meetings, local transportation, accommodation, etc.);
  • Liaison with service providers for Ambassador’s residence as appropriate;
  • Maintaining contact databases;
  • Responding to consular queries on passports, Certificate de Coutume and travel advice, and;
  • Other duties as required from time to time and directed by the Ambassador and Deputy Head of Mission as necessary.

 

Essential Requirements candidates must be able to demonstrate:

  • Candidates must have a diploma, ideally in disciplines such as: business / administration;
  • Candidates must have a minimum of 2 years professional experience in the same field;
  • The candidate must demonstrate using work based examples demonstrating excellent interpersonal skills, being persuasive, working in a team and also dealing effectively with people in external organisations;
  • The candidate must provide evidence of flexibility, efficiency and effectiveness demonstrating strong organisational skills, attention to detail, able to work under pressure and to manage multiple tasks;
  • The candidate should provide examples of a solutions-oriented approach, a commitment to delivering results, including by adapting approach if necessary;
  • The candidate must be fully fluent in English and have a high standard of Swedish proficiency;
  • The candidate must demonstrate, using examples, a working knowledge of Microsoft Office Suite (Outlook, Word, Excel);
  • All applicants must have a permanent legal right to reside and work in Sweden.

 

 

Desirable Skills and Experience:

  • A good understanding of the role of a Foreign Ministry;
  • 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 a fixed-term contractual basis and will be based at Embassy of Ireland to Sweden in Stockholm;
  • Monday to Friday, 40 hours per week, with standard office hours from 9am to 5pm. The position will also involve undertaking occasional out of hours’ duty;
  • Annual Leave entitlement 25 days per annum;
  • The gross salary for the position is SEK 382,647 per annum, paid locally on a monthly basis. Salaries are paid direct to a bank account, therefore, the successful candidate must have a bank account.

 

How to apply

 

The Job Description this position are available on our website www.dfa.ie/sweden

 

An application in the form of a CV and cover letter should be sent to stockholmembassy@dfa.ie, with the subject line Personal Assistant/ Consular Officer Vacancy.

 

Applications must be received before 16:30 hrs. (Local time) on 6 April 2023

 

 Depending on response rates the deadline may be extended. Please note that only short listed applicants will be contacted.

 

 

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.
  • Interviews may be held by before the end of April 2023;
  • A skills test may be included in the recruitment process;
  • A second interview may be included in the recruitment process;
  • A panel may be set up depending on the calibre of candidates.

 

General Data Protection Regulation:

All personal information received will be kept in line with GDPR guidelines.

 

Security Clearance for Local Staff

Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.

 

Please note that canvassing will disqualify applicants.

The Embassy of Ireland in Sweden is committed to a policy of Equal Opportunity

 

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