JOB DESCRIPTION

View Vacancy – Diary Manager to the UK Ambassador to NATO. Brussels (BEL25.336)

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.

Job Category

UK Mission

Job Subcategory

UKDEL (UK Delegation to NATO)

Job Description (Roles and Responsibilities)

Who are we:

The United Kingdom’s Joint Delegation to NATO (UKDEL) is the vital link between the UK Government and the North Atlantic Treaty Organisation. Its principal roles are to promote British interests in NATO and to keep UK Ministers and Government Departments informed about NATO discussions. It is now looking for a Diary Manager.

This role sits at the heart of the UK Delegation to NATO, within a dynamic Private Office team of four. The team supports the UK’s Permanent Representative (PermRep) to NATO and the Senior Leadership Team in delivering the UK’s strategic objectives, aligned with the Foreign, Commonwealth & Development Office (FCDO)’s security priorities.

As Diary Manager, the jobholder will play a central role in coordinating the PermRep’s schedule and ensuring the smooth running of the office. The role involves close collaboration with the Executive Assistant and oversight from the Private Secretary, ensuring the PermRep is well-prepared, well-supported, and able to engage effectively across NATO.

This is a unique opportunity to work in a high-performing, collaborative team environment, gaining insight into UK foreign policy and diplomacy. The role offers development in coordination, communication, and stakeholder engagement, with exposure to senior-level decision-making and international engagement.

The jobholder will be responsible for managing the PermRep’s diary, coordinating meetings and visits, and supporting briefing processes and travel logistics. They must be highly organised, responsive, and comfortable working in a fast-paced environment with shifting priorities. Strong communication skills, sound judgment, and the ability to work closely with senior stakeholders are essential. The role requires reliability, discretion, and a proactive approach to supporting team dynamics and office operations.

1. Diary Management (55%)

• Lead on managing the PermRep’s schedule, ensuring meetings are planned efficiently and reflect both short- and long-term priorities.
• Resolve scheduling conflicts and adapt quickly to changing demands.
• Ensure the PermRep is in the right place, at the right time, with the right support.

2. Meeting Logistics (10%)

• Arrange practical details for meetings, including room bookings, visitor registration, escorting guests, refreshments, and virtual dial-in support.
• Support the PermRep’s preparedness for engagements across NATO.

3. Briefing Coordination (5%)

• Identify meetings requiring briefing materials and commission these from relevant teams.
• Ensure requests are clear, timely, and followed up to confirm receipt.

4. Inbox Oversight (10%)

• Monitor the Private Office shared inbox, identify priority messages, and respond professionally to internal and external stakeholders.
• Escalate urgent issues and adjust the diary as needed using sound judgment.

5. Visit and Travel Support (10%)

• Assist with logistics for meetings and visits, including stakeholder outreach, appointment scheduling, and drafting programmes.
• Support travel arrangements such as accommodation and transport bookings.

6. Office and Team Support (10%)

• Provide general administrative support (e.g. scanning, filing, message handling).
• Ensure a professional welcome for visitors.
• Contribute to monthly information transfer.
• Offer flexible support across the Private Office team.

Essential qualifications, skills and experience

Our ideal candidates shows:

• Proficiency in Microsoft Outlook, Teams, and other standard office tools (telephone, printing, scanning, etc).
• Interest in Politics, International Relations, Current affairs
• Working in a multicultural and/or multilateral environment.
• Strong organisational skills and attention to detail.
• Ability to manage competing priorities in a fast-paced environment.
• Excellent communication skills, both written and verbal.
• Sound judgment and discretion when working with sensitive information.
• Confidence working with senior stakeholders and external partners.

Desirable qualifications, skills and experience

Nice to have:

• An understanding of French.
• Previous experience in a Private Office or diary management role.
• Familiarity with UK Government structures and processes.
• Experience working in an international or diplomatic environment.
• Understanding of NATO or multilateral institutions.
• French or another European language is an asset but not essential.

Required behaviours

Delivering at Pace, Making Effective Decisions, Managing a Quality Service

Application deadline

15 October 2025

Grade

Administrative Officer (AO)

Type of Position

Fixed term, with possibility of renewal

Working hours per week

36.25 hours per week

Region

Europe, Eastern Europe & Central Asia

Country/Territory

Belgium

Location (City)

UK Joint Delegation to NATO, Brussels

Type of Post

British Embassy

Number of vacancies

1

Salary Currency

EUR

Salary

4,518.13

Type of Salary

monthly

Start Date

16 December 2025

Other benefits and conditions of employment

This is a full-time fixed-term contract with possibility of becoming permanent of 5 working days (36.25 hours net) per week. The monthly gross salary for this position is € 4,518.13, (AO) level. In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

The starting date will be agreed between the parties.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Additional information

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements