Main purpose of job:
To provide Administrative support to the Defence Adviser and the wider Defence Section. The job combines standard secretarial support and diary management as well as general budget management. Facilitating travel in the region, basic IT support as well as organising events on behalf of the Defence Section.
Roles and responsibilities / what will the jobholder be expected to achieve?:
- Provide support to the Defence Adviser (Brigadier) and Military Adviser (Lieutenant Colonel);
- Monitoring incoming emails and despatch as required, assisting the Staff Assistant with incoming and outgoing mail;
- Booking appointments on behalf of the Defence Adviser and running his diary, coordinating with the High Commissioner’s office and other PAs to ensure accuracy;
- Arranging all travel and meeting requirements for the DA/MA and incoming visitors to countries for which they have responsibilities;
- Providing social secretarial duties, writing invitation cards, place cards, menus and compiling guest lists, maintaining contact lists, arranging caterers etc;
- Carrying out office filing and maintenance of the filing system and the ordering and managing of stationery and other office supplies as directed by the Staff Assistant;
- Liaison with Kenyan Ministry of Defence (KMOD), Ministry of Foreign Affairs and other ministries as required;
- Obtaining Diplomatic Flight Clearances for all RAF flights and Royal Naval Ships entering countries for which the Defence Adviser has responsibilities in the absence of the Staff Assistant;
- Assistance with UK visas for Senior Military Personnel from countries for which the Defence Adviser has responsibilities;
- Facilitating attendance on UK courses for military personnel from countries for which the Defence Adviser has responsibilities;
- Provide assistance for UK VIP’s visiting Kenya including visit programs;
- Support to BHC social events including production of invites and menus etc;
- Assistance in the management of the Defence Adviser’s residence, specifically act as the point of contact between the residence and the BHC management section and other agencies involved in its upkeep;
- Liaison with Kenyan, Tanzania and Seychellois Armed Forces including production and tracking of Notes Verbales and following up on responses;
- Ensuring Defence Section driver is fully briefed on schedules;
- Managing the office refreshment fund and producing refreshments for principals and visitors, keeping refreshment area, crockery and equipment clean and tidy;
- Providing cover for the Staff Assistant during absences;
- Providing cover for the Personal Assistant to the High Commissioner during absences;
- Undertaking other duties detailed by the Defence Adviser or Staff Assistant.
Resources managed: Line management responsibility for Defence Section Driver
Essential qualifications, skills and experience
- Hold one of the following passports: UK, US, Canada, Australia, New Zealand
- Minimum of 2 years work experience
- Extensive experience of developing good working relationships with key stakeholders at all levels;
- Excellent IT skills (a working knowledge of Microsoft Excel and Word is essential);
- Good oral and written communication skills, attention to detail and initiative;
- The ability to respond flexibly to competing demands.
Desirable qualifications, skills and experience
- Budget Management Experience will be an added advantage
- Ability to work a flexible schedule including nights and weekends on limited notice as occasional out of hours working may be required, which would be eligible for TOIL
The post Foreign and Commonwealth Office Job Vacancy : Personal Assistant to Defence Adviser appeared first on Jobs in Kenya - https://jobwebkenya.com/.
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