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British High Commission Nairobi   |   Nairobi, Kenya   |   Log in or register to see the closing date

Executive Assistant to the Ambassador and Deputy Head of Mission

  • Bachelor's degree
  • Administrative, clerical
  • Experienced (senior worker)
  • Full Time
  • Permanent
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Job Summary

This is an exciting opportunity for someone to play a pivotal role in a vibrant, highly supportive team working from Nairobi and in Mogadishu to deliver effective diplomacy and support to one of the world's poorest countries.You have the opportunity of being part of a team across government in helping Somalia to rebuild after decades of conflict which is a top priority for the UK government.


Responsibilities

Diary Management and correspondence:
  1. Provide administrative support to the DA across the full range of PA functions 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 ensuring a clear and accessible filing system for the Defence Section e.g. for Note Verbales; for Military Dip Clearances, maintaining up to date contact lists e.g. for the military community in Nairobi and Mogadishu;
  2. Arrange logistics for DA and ADA when travelling in and out of Mogadishu e.g. booking flights/ hotels and transport;
  3. Provide an interface between DA and the rest of the Embassy e.g. highlighting diary opportunities; ensuring that briefing is in hand in advance of meetings; communicating DA travel arrangements.
Events and visits support:

  1. Maintain up to date contacts lists and coordinate guest lists for official events at BEM e.g. QBP; Remembrance;
  2. Work with the Corporate Services Team regarding support to official Defence events and HMA’s EA regarding cross mission events e.g. layout; menus, staff supervision etc;
  3. Work with visits leads across Government Departments to help plan and prepare for official Defence visits;
CSSF:

  1. Assist Defence Section in drafting business cases, MOUs, and proposals for CSSF activity.
  2. Interface with Nairobi CSSF for routine understanding of CSSF business that affects the Defence Section.
Resource Management:

  1. Support the Defence Section regulatory and compliance checklist;
  2. Manage the prism interface and accounting with the Nairobi BHC Defence Section.
Line Management:

  1. Programme the DA’s use of the LE driver.

Corporate:

  1. Contribute to the corporate agenda at British Embassy Mogadishu/ BHC Nairobi eg by participating in committees.
  2. Maintain and update Gift Register for Defence Section.
  3. Co-ordinate new staff induction programme and flights/hotels – pre arrival documentation; liaison with DALSC to ensure recces to Post are factored in and all pre deployment training is notified
  4. Advise Defence Section on allowances and activity through liaison with DE STRAT and GAU
  5. Keep up to date with DE STRAT Defence Instructions and Notices; and new publications that affect Defence Section Mogadishu
  6. Liaison with Nairobi OSM/Security/Visitors
  7. Information sharing between Defence Section Mogadishu and the East Africa Defence Sections.
  8. Where possible provide limited leave cover for HMA’s PA.
  9. Business cards for Defence Section.


General Information

Salary rangeNot specified
Additional informationNot specified
Contract type: Permanent
Job type: Full Time
Location: Nairobi
Area of work: Administrative, clerical
Seniority: Experienced (senior worker)

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 2 years
Required skills: Office administration, management; Logistics planning and management; Secretarial work; Public, corporate relations; Event management; Travel planning and reservations (leisure, business)
Required languages: English (Spoken: fluent | Written: fluent)

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