Executive Assistant to the Head of Mission and Deputy Head of Mission Somalia at British High Commission Nairobi

Job Description (adsbygoogle = window.adsbygoogle || []).push({}); The British High Commission in Nairobi is the diplomatic mission of the United Kingdom in Nairobi. It is located in the Upper Hill area of Nairobi.The British High Commission in Kenya maintains and develops relations between the UK and Kenya.We provide services to British nationals living in and visiting Kenya. Main purpose of job: To provide administrative and logistical support to the Ambassador (HMA) and Deputy Head of Mission (DHM) Somalia across the full range of PA functions such as managing diaries, booking appointments and arranging logistics, maintaining up-to-date contact lists, and providing an interface between HMA/DHM and the rest of the Somalia NetworkTo provide office support functions to the wider mission, including organisation and logistics for official visits and events, at the British Embassy in Mogadishu (BEM)To help coordinate the Chevening Somalia/Somaliland programme, including marketing, arranging and conducting interviews, and maintaining and managing the alumni networkTo line manage the Somalia Network driver based in Nairobi, managing the driver’s programme including prioritising and deconflicting where necessary, and ensuring health and safety standards are fully respected and that the driver’s training and mandatory checks are up to dateThe role will be based at the British High Commission (BHC) in Nairobi, reporting to HMA Mogadishu, with frequent travel to BEM The skills we’re looking for: Excellent organisational skills to ensure the HMA/DHM’s time is used effectively, their programmes run smoothly, and that visits and events are professionally managed.Excellent IT skills (including working knowledge of MS office packages such as excel, word, PowerPoint etc)Proven ability to prioritise effectively and respond flexibly in the face of multiple demands, and to deliver to a high standard and on time under pressureExcellent communication and interpersonal skills, both with internal and external stakeholdersThe ability to identify and apply new systems as required, including to ensure smarter ways of working for the networkKnowledge of Somali culture and Somali language skills are highly desirable, though not essential The person we’re looking for: They will be confident, able to take the initiative and work independentlyThey will be collaborative, collegiate and a strong team playerThey will build strong networks of both internal and external stakeholdersThey will be responsive, diligent and highly organised.They will have a strong eye for detail (events planning, guest lists etc).You should also expect frequent travel to Somalia, and occasional travel to the UK. Roles and responsibilities: 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; 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 communityArrange logistics for HMA and DHM when travelling in and out of Mogadishu e.g. booking flights/hotels and transportProvide 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 BEMWork with the Corporate Services Team to ensure sufficient and suitable entertainment supplies to support official representational eventsWork with the British Embassy Mogadishu life support contractor to support the organisation of large formal events e.g. Ministerial dinners (layout; menus etc.) Chevening: Work with colleagues leading on Communications in BHC Nairobi, BEM and British Office Hargeisa on Chevening outreach and marketingHelp to maintain and manage the alumni network including up-to-date contacts listsHelp to coordinate and conduct Chevening interviews, liaising with scholars and the Chevening Secretariat Resource Management: Advise Corporate Services colleagues on the entertainment/travel budget elements of the local budget. Provide accurate forecasting of duty travel plans and entertainment spend for official events hosted by HMA/ DHMWork with Corporate Services colleagues to ensure official entertainment supplies are available for representational events hosted by HMA/ DHMMake official purchases using the Government Procurement Card (GPC) and ensure all expenditure accounted for in line with guidelines 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 briefingsHelping to coordinate and support Somalia Network Away Days and other events/meetingsContribute to updates of the Somalia Network Induction Pack and BEM Post ReportContribute to the corporate agenda at BEM / BHC Nairobi e.g. by supporting the annual People Survey and participating in committeesMaintain and update the official Gift Register 2 x a year in line with audit requirement, arranging regular review and sign off by DHM Line Management: Manage the Somalia Network driver based in Nairobi, ensuring that overtime is kept to a minimum and health and safety standards are fully respected e.g. 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 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 playerStrong experience/knowledge of the UK and its institutionsEvent delivery/management experienceThe 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 missionExperience of working in a fast paced high pressure environmentDiscretion and confidentialityA good eye for detail (events planning; guest lists etc)Knowledge of Somali culture and Somali language skills are highly desirable, though not essentialWillingness to attend SAFE+ course to enable travel to Mogadishu