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.
Main purpose of job:
To provide administrative, logistical and light research support to the Ambassador (HMA) and Deputy Head of Mission (DHM) and office support functions to the wider mission (including for official visits and events) at the British Embassy in Mogadishu (BEM), working remotely from Nairobi but with regular visits to Mogadishu. To work with the Head of Office in Hargeisa and Political Officer in Mogadishu to coordinate the Chevening Somalia/Somaliland programme and marketing/arranging interviews; maintaining alumni network etc.
Roles and responsibilities / what will the jobholder be expected to achieve?:
HMA and DHM support :
- Provide administrative support to HMA and DHM across the full range of PA functions e.g. managing diaries; booking internal and external appointments and logistical arrangements (e.g. rooms; transport; move forms; refreshments; setting up teleconferences and VTCs); drafting and responding to correspondence and invitations and ensuring clear and accessible filing/ records; maintaining up to date contact lists e.g. for the diplomatic community;
- Provide light research support for HMA and DHM e.g. retrieving and summarising information from FCO archives;
- Arrange logistics for HMA and DHM when travelling in and out of Mogadishu e.g. booking flights/hotels and transport;
- Provide an interface between HMA and the rest of the Embassy e.g. highlighting diary opportunities; ensuring that briefing is in hand in advance of meetings; communicating HMA travel arrangements to staff.
Events and visits support:
- Maintain up to date contacts lists and coordinate guest lists for official events at BEM eg Queen’s Birthday Party (QBP); Remembrance Day; Chevening Scholarship Scheme receptions;
- Coordinate the annual QBP Committee and event (diary appointments; minutes of meetings; ordering kit etc.);
- Work with the Corporate Services Team to ensure sufficient and suitable entertainment kit to support official representational events, including through purchasing approved items using the Government Procurement Card (GPC);
- Work with the BEM life support contractor to support the organisation of large formal events e.g. Ministerial dinners (layout; menus etc.)
- Work with visits leads across Government Departments to help plan and prepare for official visits.
Chevening Scholarship Scheme:
- Work with colleagues leading on Communications in Nairobi, BEM and Addis/Hargeisa to ensure sufficient Chevening outreach;
- Maintain and manage the alumni network including up to date contacts lists;
- Coordinate and conduct Chevening interviews and liaise with scholars/the Chevening Secretariat.
Resource Management:
- Advise Corporate Services colleagues on the entertainment budget element of the local budget and support them on accurate forecasting of entertainment spend for official events hosted by HMA/ DHM;
- Ensure official entertainment supplies are available for representational events hosted by HMA/ DHM;
- Make official purchases using the Government Procurement Card (GPC) and ensure all expenditure accounted for in line with guidelines.
Line Management:
- Manage the Locally Employed (LE) driver based in Nairobi, ensuring that TOIL/ Overtime is kept to a minimum and health and safety standards are fully respected eg with regard to number of driving hours. Manage the driver’s programme, prioritising and de conflicting where necessary. Ensure that the driver’s training and mandatory medical checks are up to date.
Corporate:
- Act as an interface for BEM staff travelling through BHC Nairobi e.g. helping set up meetings/ arranging transport; arranging induction meetings including security briefings;
- Coordinating the regular regional network meetings and annual BEM away day (flights, hotels, venues etc.);
- Contribute to updates of the BEM Post Report and ‘know before you go guide’, lead on the BEM Arrival Notes;
- Contribute to the corporate agenda at British Embassy Mogadishu/ British High Commission Nairobi e.g. by participating in committees;
- Maintain and update the official Gift Register 2 x a year in line with audit requirements/circulate reminder notifications for Activity Recording to all staff/ act as the point of contact for the BEM Nairobi and CSSF Call Tree.
Resources managed (staff and expenditure):
1 X LE driver
Essential qualifications, skills and experience
- Excellent organisational and IT skills (including working knowledge of MS office packages excel; word, powerpoint etc);
- Excellent interpersonal skills and a strong team player;
- Strong experience/knowledge of the UK and its institutions;
- Event delivery/management experience;
- The ability to respond flexibly to competing demands, often at short notice (including visits to Mogadishu);
- The ability to rigorously prioritise and identify and apply new systems as required, including to ensure smarter ways of working for the mission;
- Experience of working in a fast paced high pressure environment;
- Discretion and confidentiality;
- A good eye for detail (events planning; guest lists etc);
- Willingness to attend SAFE+ course to enable travel to Mogadishu.
Desirable qualifications, skills and experience
- Resource management experience;
- Line Management experience.
Required competencies
Making Effective Decisions, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace
Application deadline
Application deadline – day
Application deadline – month
Application deadline – year
20 July 2018
The post Foreign and Commonwealth Office Job Vacancy : Executive Assistant to the Ambassador and Deputy Head of Mission appeared first on Jobs in Kenya - https://jobwebkenya.com/.
The post Foreign and Commonwealth Office Job Vacancy : Executive Assistant to the Ambassador and Deputy Head of Mission is republished from Jobs – Jobs in Kenya – https://jobwebkenya.com/
