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Job description

JOB OFFER – Assistant to the Agent General and the department of Political and Public Affairs ( French speaking)

AN OVERVIEW OF THE ORGANISATION

The Government of Québec operates 35 offices around the world, 7 of which are in the following European cities: Paris, Brussels, London, Munich, Berlin, Barcelona and Rome.

These representations abroad allow the Ministry of International Relations and Francophonie to offer services, advice and adapted activities to businesses, creators, researchers and Québec institutions in their dedicated territories.

The Québec Government Office in London was opened in 1962. It represents the Government of Québec in the United Kingdom, Republic of Ireland and the Nordic Countries (Sweden, Denmark, Norway, Finland and Iceland). Its mandate is to develop and support economic, political, institutional and cultural exchanges within this territory.

For more information on the Québec Government Office in London, please consult our website: Délégation générale du Québec à Londres

Description of the role

Under the hierarchical authority of the Agent General and the working authority of the Director of Public Affairs and Politics, the employee will assist the Agent General and the Director in tasks relating to both the departmental duties as well as the administrative tasks of the Agent General, and of the Management team of the office.

For the Agent General, this person must ensure the preparation and the monitoring of the required documents for the presentation of the accounts. They must also record the minutes of meetings and act as the contact person for the activities of the Management team. They are also responsible for the agenda of the Agent General and the Official correspondence.

For the Political and Public Affairs team, the candidate will support the service with their administrative tasks, collaborate with the organisation of events, welcome guests, help with missions and take part in various activities. They will also keep the databases of the team up to date.

This position will require the candidate to be at the office in person.

Main responsibilities

Amongst their main responsibilities the post-holder will be required to:

• Manage the calendar of activities as well as that of the Agent General (the organisation and coordination of the activities and meetings) in coordination with the attachés concerning trips, events, missions and receptions.
• Manage the written and phone communications of the Agent General.
• Manage the documents of the Agent General and her contacts.
• Organise and participate in the Management team meetings, including writing the reports of the follow-ups.
• Organise any trips of the Agent General; including but not limited to the reservations of hotels, transport and/or restaurants.
• Ensure to collect, compile and promptly submit all documents pertaining to the expenses of the Agent General that must be submitted. (Representation costs, expenses, purchases on the credit card etc.)
• Collaborate to the organisation of both public and private events including those of which are held at the residence.
• Contribute to the organisation of diplomatic missions within the territory, more specifically to the logistical components.
• Perform the required administrative tasks for a diverse range of activities of the representation. (Following up travel expenses, bill payments etc.)
• Recruit and negotiate agreements for professional services (translation, interpretation, car services, etc.)
• Support the Agent General in technical task and technological issues.
• Welcome visitors and partners for official meetings for the Agent General.

Required qualifications

• Have a graduate degree in a related discipline or experience equivalent in a related field.
• Have at least 2 years of professional experience in the field of administration or Public Affairs.
• Excellent computer skills (Windows, Office Suite, Office 365, Outlook, internal software).
• The selected candidate will go through a security clearance process.

Desirable skills

• Demonstrate an excellent level of organisation, attention to detail, independence and discretion.
• Be proactive, diplomatic, professional and able to work as part of a team.
• Be able to familiarise themselves with governmental administrative procedures and execute their tasks adhering to these requirements.
• The ability to respect deadlines and execute several tasks at the same time.
• Maintain good relationships with different partners.
• The selected candidate will go through a security clearance process.

Linguistic abilities

An excellent knowledge of French and English, both spoken and written.

WORKING CONDITIONS

Permanent position

35 hours per week (Monday to Friday)

Annual salary : Grade 6 from £ 40 397 to £ 49 457.

Start date: as soon as possible.

The person can be occasionally called to work evenings and/or weekends.

ELIGIBILITY

• Proof of the right to work in the UK. The organisation will not support any visa application.

The Québec Government Office in London is an equal opportunity employer.

Application

Interested candidates should send their CV and a cover letter by email to Ms. Bhavna Seesarun ([email protected]) before 5pm (London time) on Friday, 7 July.

Professional references will be required.

Only selected candidates will be contacted.

Job Types: Full-time, Permanent

Salary: £40,397.00-£49,457.00 per year

Benefits:

• Company pension
• Private medical insurance
• Sick pay

Schedule:

• Monday to Friday

Ability to commute/relocate:

• London, SW1Y 5JH: reliably commute or plan to relocate before starting work (required)

Experience:

• Public relations: 2 years (preferred)

Work Location: In person

Application deadline: 07/07/2023