Private Secretary to Representative to United Nations - UKMIS

Overview

The UK mission to the United Nations in New York is offering an exciting opportunity to join the Private Office as Private Secretary to the UK Permanent Representative.

The UN sits at the heart of the multilateral system; it is the forum where global geopolitics play out in day-to-day diplomacy and where the voices of all 193 Member States are heard. The work of the mission spans across and is an enabler to all FCDO priorities, with a critical role in security and development priorities, playing a supporting role in driving the climate and nature and migration agenda, and driving stability and prosperity which is critical to global and UK growth.

As Private Secretary to the Permanent Representative in the Private Office, you will be at the heart of the UK Mission to the UN’s work. Positioned within Private Office, you will work closely with all sections in the Mission (Political, Human Rights, Humanitarian) and external partners including other Missions and external organisations.

• Roles and responsibilities
• To monitor all communication coming into the Private Office (emails, mail etc), using judgement in order to delegate or taking other action as required; this includes seeking policy advice on diary requests; passing on invitations, meeting requests etc to the Chief of Staff; handle all incoming post.
• Tracking requests from the Permanent Representative (PR) to the wider Mission (e.g. draft replies, advice).
• PA support including sending out official correspondence, dealing with enquiries by telephone, providing support to the rest of Private Office as required including cover in times of absence.
• Budget management: profiling and monitoring spend against the Private Office travel and entertainment budget.
• Escorting guests to meetings with the PR, providing hospitality.
• Responsible for office stationery supplies including business cards.
• Arranging accommodation at the Residences for visiting VIPs, Ministers and officials, liaising with programme leads on all accommodation and hospitality arrangements to be made during visits.

• Diary management may include
• Manage all meetings and engagements for the PR, consulting experts, taking judgements on conflicts and prioritization, often managing senior managers and contacts around politically important issues.
• Writing to contacts and responding to invitations, complete diary management and providing well-judged advice to the PR and ensuring that each day is well-planned according to priorities and the PR’s preferences.
• Maintain contacts database ensuring it is always up to date and regularly transferred to PR Outlook contacts.
• Arrange all overseas travel (logistics, flights, visas, accommodation, etc.), and organising visit programmes.

• Social Secretary/event delivery may include
• Management of social events for the PR.
• Draw up guest lists and invitations, providing specific advice as required on possible attendees; chase attendance; bring in reserve invitees as required.
• Prepare name plates, table plans and menu cards for events at the Residences.
• Close liaison with Residence staff on preparations for the events, updates on numbers of attendees, coordinate with the Chef to ensure menu meets dietary requirements, and ensuring high-class service and quality of every aspect of official entertainment.
• Advisory role to Mission staff on organising events to be hosted by the PR.
• Input into major events such as UN General Assembly Ministerial week, UK’s Presidency of the Security Council.
• Working with the Visits and Events Team on large-scale functions hosted by the PR.

• Resources managed

The Private Office team supports the PR and Deputy PR. You will report to the Chief of Staff. It is essential that the Private Office perform to a high standard at all times to meet the expectations of the senior leaders in the UK Mission.

• Excellent IT skills, including proficiency with Microsoft Office suite.
• Excellent organisational skills, time management and attention to detail.
• Fluency in written and spoken English and excellent writing skills.
• Demonstrated diary management experience.
• A strong team player, ability to work with…