Five Eyes Air Force Interoperability Council Executive Assistant

Job Category  

Other British Government Departments (Partners across Government, including UK Visas)

Job Subcategory  

MOD (Ministry of Defence)

Job Description (Roles and Responsibilities)  

Main Purpose of Job:

The FVEY Air Force Interoperability Council (AFIC) is an organisation mandated to maximise interoperability between the Air Forces of Australia, Canada, New Zealand, the United Kingdom, and the United States.  The Management Committee (MC), made up of military representatives of each of the member nations, implements the AFIC programme, oversees the AFIC Steering Group (SG), Working Groups (WG) and associated Project Groups (PG), and manages the publication library of five-nation agreements.

The Executive Assistant to the AFIC MC provides Administrative and Secretarial Support as specified below under “Main Duties and Responsibilities” to the AFIC MC, based in the Pentagon, Arlington, VA.

Duties involve extensive use of office software tools and knowledge management skills to facilitate and run a number of interoperability Working Groups (WG) as directed by the governing board of National Directors. Central to the team the role incumbent will assist the MC in running the AFIC porfolio of meetings and assisting with the development and management of publications within the All-Partners Access Network (APAN) SharePoint site and the US DoD Non-classified Internet Protocol Router Network (NIPRNet).

Roles and Responsibilities:

Main Duties and Responsibilities:

1. Provide general administrative and secretarial support to the MC

- Help the Chair prepare for MC, Steering Group (SG) and National Director (ND) Meetings and VTCs, and deliver reports according to the AFIC battle-rhythm.

- Assist MC Chair by maintaining MC actions tracking.

- Maintain calendars, records and contacts.

- Support Office annual work flow and miscellaneous tasks (review, manage awards etc).

2. Support WG, SG, and ND Meetings Preparation and Documentation

- Draft of agendas, convening orders, minutes, reports and other supporting materials within the specified time-frames laid out in governing documents.

- After ND and WG Meetings draft minutes within agreed timelines.

- Assist in booking of conference rooms and meeting logistics.

3. Responsible for the management, editing and publishing of AFIC templates, reports, publications and other documents, to ensure version control throughout the draft process.

- Update templates to reflect current office operations

- Format, edit and publish appropriate documents within a week of them being received.

4. Responsible for Information Management of the AFIC Knowledge Management Systems

- Manage and maintain the AFIC SharePoint sites to ensure integrity and prevent duplication.

- Update the website and check for accuracy and consistency between records.

- Maintain the APAN AFIC website, keeping it consistent with all AFIC reports.

- Manage and maintain the AFIC ‘P-Drive’ as an archive of all AFIC documents and publications.

5. Responsible for ordering and tracking AFIC promotional materials.

6. Any other tasks as required by the Management Committee, including MC onboarding and Pentagon personnel escorting.

Essential qualifications, skills and experience  

• Information management experience preferably Microsoft (MS) SharePoint
• Experience of meeting management and reporting
• Skilled in use of MS Excel/Word/PowerPoint/Teams and SharePoint
• Excellent English written and verbal communication skills, including strong editorial and note-taking skills
• Strong organisational skills
• Ability to work independently with minimal supervision (due to MC travel)
• As access to the majority of AFIC information is restricted to members of the AFIC Nations, applicant must meet criteria of being a National of AU, CA, NZ, UK, or US.
• Secret level clearance. Applicants must be able to pass the appropriate UK-issued clearance level prior to taking up the role if not already in receipt.

Desirable qualifications, skills and experience  

• Experience of working with Government and/or Military agencies either in UK/US or other FVEY Nation.

Required behaviours  

Changing and Improving, Communicating and Influencing, Making Effective Decisions, Managing a Quality Service

Application deadline  

28 July 2024

Grade  

Executive Officer (EO)

Type of Position  

Full-time, Permanent

Working hours per week  

40

Region  

Americas, Caribbean & Overseas Territories

Country/Territory  

United States

Location (City)  

Washington

Type of Post  

Military Outpost

Number of vacancies  

1

Salary Currency  

USD

Salary  

$63,180..00 annual

Start Date  

16 September 2024

Other benefits and conditions of employment  

Learning and Development Opportunities:

The British Embassy and its US Network is committed to all employee’s ongoing learning and development needs. We offer a comprehensive platform for personalised learning for everything from soft skill development (communciating with impact, handling difficult conversations, time management) to more technical or professional skills necessary to complete your job (software training, formal qualifications etc.).

US DoD cyber security training required after recruitment.

The AFIC Management Committee fully supports learning and development opportunities for future professional development.

Other DoD & HMG directed in-person or online training, as required.

Working Patterns:

Requires standard working pattern of 0800-1600 Mon-Fri. However, we are able to be flexible, upon request.

This role is 40 hours a week.

IT equipment will be provided to enable approved home working.

Additional information 
 

Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work. • A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defence Staff (BDS) outposts accept A or NATO visas.

Domestic and International travel opportunities associated with post based around rotation of WG and ND meeting activity around FVEYs countries. This will be paid for from within the AFIC budget.