PA to Deputy High Commissioner - British High Commission Kenya Jobs
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, 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 successful candidate will need to be organised, able to manage his / her own workload and deal with a broad range of tasks at any one time frequently working to short deadlines.
Attention to detail, flexibility and being able to work accurately under pressure are key skills. You will need to possess strong communication skills as you will be in regular contact with colleagues, Senior Leadership Team within the BHC and those in London. You will be privy to sensitive information, and so discretion is a must.
Roles and responsibilities:
Oversee and coordinate all aspects of the Deputy High Commissioner’s office to ensure the smooth running of his daily and long-term commitments in support of the Kenya Country Business Plan objectives –e.g. managing diaries; booking internal and external appointments and logistical arrangements (e.g. rooms; transport arrangements, refreshments; setting up teleconferences and VTCs); drafting and responding to correspondence and invitations and liaising with the drivers, Corporate Services and external contacts. Arranging meetings and ensuring that briefings for meetings are requested and processed.
Process the DHC’s papers and electronic correspondence and provide direct responses to requests.
Log communications (such as letters, minutes, emails and meetings notes) and maintain DHC contacts in a detailed filing system.
Arrange official travel & hotel requirements and reconcile her official expenses.
Lead on organising the Senior Leadership Team monthly breakfast meetings and Crisis Manager cover arrangements, ensuring sufficient Crisis Manager Cover at all times and referring to DHC when possible clashes arise.
Provide support to the Kenya Policy Board. Liaising with the Board secretary to ensure agenda and papers are sent out in time. Assist in the booking of rooms and note taking.
Budget Holder’s responsibilities – Monitor DHC’s travel and entertainment budget including profiling, forecasting and tracking spend to deliver value for money.
Events Management at the DHC’s residence by providing social secretarial duties, writing invitation cards, place cards, menus and compiling guest lists, maintaining contact lists, arranging caterers etc;
Working with the Events Coordinator to plan and prepare for formal/ informal events and meetings.
Work with visits leads across Government Departments to help plan, prepare and maintain visit grid for VIP’s visiting Kenya
Liaison with Ministry of Foreign Affairs and other ministries as required;
Essential qualifications, skills and experience
Bachelor’s in Business Administration, Management or other relevant field of study.
A minimum of 3 years’ experience office management in a fast-paced working environment as an Administrative Assistant, Executive Assistant or Personal Assistant to Senior Executives.
Event Planning experience
Working and delivering in a high pressure environment
Dealing with logistics, administration and budgets
Excellent IT skills (including working knowledge of MS office packages (excel; word, PowerPoint etc);
The ability to respond flexibly to competing demands, often at short notice;
Discretion and confidentiality;
Strong organisational skills and good attention to detail (events planning; guest lists).
Ability to write accurate, professional English at speed, in formats including formal letters and minutes.
Good team player
with strong customer service skills
Ability to plan ahead, anticipate problems / clashes and proactively sort them out.
Desirable qualifications, skills and experience
Previous experience in administration support and events management
Basic financial management skills
Able to work under minimal supervision and deliver for senior-level individuals
Working and delivering in a high pressure environment
Dealing with logistics, administration and budgets
Local knowledge of Nairobi (to inform logistics) and Swahili for working with local contacts
Other benefits and conditions of employment
Learning and development opportunities:
The British High Commission in Nairobi takes learning and development seriously. The successful candidate will have the opportunity to develop many core and transferable skills through both formal and informal learning and development opportunities.
Members of staff are encouraged to make use of the learning and development opportunities that the office has to offer and many then benefit from internal promotion opportunities.
Working patterns:
Monday – Thursday 0730 - 1600, Friday: 0730 - 1300
Some flexibility in working hours is possible, though the job is mainly office based and requires some flex around out of hours events.
Leave:
Members of staff are entitled to paid annual leave, which is earned, from the day they commence employment. Entitlements are as follows:
Grade A2 - 25 days and then 30 days after 5 years’ service
In addition to annual leave, the BHC normally observes no fewer than 9 and no more than 14 Kenyan and British public and religious holidays in a year.
These vary from year to year and are at the discretion of the High Commissioner. A list of holidays is published each year.
How to apply
Additional information
Please complete the application form in full as the information provided is used during screening.
Please check your application carefully before you submit, as no changes can be made once submitted.
The British High Commission will never request any payment or fees to apply for a position.
Employees recruited locally by the British High Commission in Nairobi are subject to Terms and Conditions of Service according to local employment law in Kenya.
It is essential that the applicants already have the right to live and work in Kenya without the need to apply for a work permit
Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework
Please note:
Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
Reference checking and security clearances will be conducted on successful candidates.
Please log into your profile on the application system on a regular basis to review the status of your
Interested candidates should apply online by 20th June, 2018
For more information and job application details, see; PA to Deputy High Commissioner - British High Commission Kenya Jobs
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