Job Description (Roles and Responsibilities)
Main purpose of job:
This is an exciting opportunity to work in one of Nairobi’s biggest missions to support the High Commissioner in the effective administration and running of her office. The job holder will be a member of the Cabinet team and will work closely with the Senior Leadership team to achieve the High Commissioner’s objectives.
The individual will need to be extremely efficient in managing a high volume of administration in a fast- paced environment. S/he should be able to prioritise work with confidence, and to identify and apply new systems where needed; attention to detail is important. This busy, interesting and challenging role will require strong organisational skills and an ability to think ahead and use initiative.
The High Commissioner looks to this position as one of the key roles in the mission as it enables her to manage and prioritise her time across the demands of the portfolio.
Roles and responsibilities:
The role requires a flexible, proactive and organised individual ready to work in a fast-paced environment to support the High Commissioner.
Running an efficient office for the High Commissioner
Manage the High Commissioner’s electronic diary, organise travel/visas/accomodation and travel programmes (locally and internationally).
Coordinate and process communications across Post, externally and with London. Manage the High
Commissioner’s papers and electronic correspondence and provide direct responses as required. This will involve receiving, sorting and prioritising mail, and emails, redirecting as appropriate and responding to all routine correspondence independently.
Log and record communications and responses (such as letters, emails and meeting notes) in an electronic filing system.
Acting as the public face of the High Commissioner’s office
Independently lead on arranging meetings with external contacts including with Kenyan Government officials, the business sector, civil society and others. This for example would involve liaising with the
Ministry of Foreign Affairs (MFA), other Kenyan Ministries and offices of prominent personalities.
Meet and escort the High Commissioner’s visitors into the Mission, liaising with the security team as required.
Supporting the interface of the High Commissioner’s office with the broader mission
Monitor and organise the High Commissioner’s workflow, filtering and prioritising demands on her time and attention, ensuring important/urgent work is actioned or delegated appropriately.
Work with Heads of Section / Team Leaders across the British High Commission to ensure deadlines are met and commissioned briefings/papers are ready in advance of the High Commissioner’s meetings.
Work with visit leads across Government Departments (including the security department) to help plan and prepare for the High Commissioner’s out of town official visits.
Liaise with the Visits Officer in preparation for high level UK visitors into the country including prepation of briefing packs and ensuring alignment of the diary.
Work closely with the High Commissioner’s Residence Manager and Social Secretary to plan and prepare for representational functions that will be hosted by the High Commissioner.
Line management
Line manage the High Commissioner’s Social Secretary and two principal drivers ensuring they are tasked appropriately.
Support their learning and development.
Resources managed:
The High Commissioner’s Social Secretary, and two principal drivers
The High Commissioner’s travel and catering budgets totalling £18,000
Essential qualifications, skills and experience
A minimum of 6 years admin/office management experience in a fast-paced working environment.
Able to pro-actively lead on key pieces of complex work with limited support and flexibly respond to new priorities as they arise.
Ready to work in a fast-paced environment, attention to detail, highly adaptable and can meet tight deadlines.
Shows initiative by suggesting new ways of working (including digitally), embracing change whilst supporting other colleagues in doing so.
You employ various methods to keep on top of your workload, and manage competing priorities from a range of stakeholders.
A willingness to do some out of (core) hours work when necessary. Time off in lieu of of extra hours worked is provided as appropriate.
Excellent IT skills including working knowledge of MS Office packages.
Desirable qualifications, skills and experience
Experience of working on High Level /or fast-paced multifaceted projects
Required competencies
Making Effective Decisions, Leading and Communicating, Collaborating and Partnering, Delivering at Pace
Application deadline
1 March 2022
go to method of application »
Use the link(s) below to apply on company website.
Apply via :
Leave a Reply