BASIC FUNCTION
To provide administrative support to the Head of Mission and Office Manager for the Embassy
MAJOR ACTIVITIES OF THE JOB
PA Duties
Arrange and follow up Ambassadors appointments
Attend to all correspondence and inquiries for the Head of Mission
Fully maintain all files and records from Ambassadors office
Act as Liaison Person with the Kenyan Foreign Ministry
Effectively oversee all arrangements for Embassy receptions and functions (including those planned for the Residence)
Focal Person for all Embassy communication with Residence
Attend to all service contracts and maintenance issues at Residence
Office Manager
Overseeing the smooth running of the Embassy
Maintaining and updating Embassy Transport plan
Overseeing work of the Embassy drivers, including assignment of tasks
Maintaining stationary stock
Focal person for arranging flights and hotel bookings for Embassy staff
Focal person for all logistical arrangements relating to incoming visitors and delegations
Embassy social networking and communications focal person
Deputising duties for Administrative Assistant in their absence
Maintaining up to date Embassy contact list
QUALIFICATIONS AND EXPERIENCE
Bachelor’s degree in a relevant field
Four years relevant work experience
Excellent professional and character references
KEY COMPETENCIES
Proficiency in English and Swahili
Public relations skills
Communication skills
Knowing of basic accounting and filing