Office Manager/Executive Assistant

A vacancy has arisen at the British Office for Somalia located at the British High Commission, Nairobi for an Office Manager/Executive Assistant to Her Majesty’s Ambassador to Somalia. The job is graded at LEII for which the current salary scale starts at Ksh. 156,655/- per month before deduction of tax.  Where the jobholder is not liable to Kenyan tax the scale will be abated under HM Treasury rules and starts at Ksh. 115,786/- per month to take account of the tax they would have paid.

Due to the nature of the role it is essential that any applicant be security cleared to SC status, or demonstrate that they can obtain such clearance. Clearance is most easily obtained by UK nationals with at least 3 years residence in the past 10 years in the UK, USA, Australia, Canada or New Zealand. Nationals of the latter four countries may also be able to get clearance. Candidates must have a traceable history over the last 5 years.  Priority will be given to current holders of this clearance.  Responsibility allowances will also be considered once security clearance is obtained. The successful candidate may be able to start with a lower level of security clearance.

Duties and responsibilities:

The jobholder will work directly to HM Ambassador to Somalia. The main purpose of the role is to provide administrative support to the Ambassador and the British Office for Somalia (BOFS) to help ensure the smooth running of the office and Residence. The job combines standard secretarial support and diary management as well as liaising with the British High Commission’s Corporate Services team, facilitating travel in the region, basic IT support (for which training will be provided) as well as organising events on behalf of the Ambassador. The role is also the first point of contact within BOFS for other Missions and senior Somalis.  The role will also act as support for the Defence Attaché as needed as well as hold the BOFS cash imprest

The main duties include:-

·         Manage the Ambassador’s diary and correspondence including drafting letters and emails.

·         Act as first point of contact by phone and email for other diplomatic missions and senior Somalis.

·         Organise local/international travel for the Ambassador and other members of BOFS.

·         Develop and maintain a database of contacts from Somalia and the international community in Nairobi.

·         Organise events and official entertaining for the Ambassador and other members of BOFS, at the Residence and other locations.

·         Acting as Residence Manager for the Ambassador’s Residence.  Undertaking periodic stock checks and ensuring the residence is suitably maintained to allow for short notice visits.

·         Support BOFS and High Commission visits officers in organisation of inward visits by ministers and senior officials, including drawing up programmes, transport and hotel bookings etc

·         Act as contact point within the team on IT, acting as BOFS ITSO, making sure that systems are functioning and liaising with technical support staff as necessary.

·         To build a strong and constructive working relationship with colleagues across HMG, particularly the Department for International Development and colleagues in the Kenya team and British Embassy, Addis Ababa.

 

 

Required Skills:

The successful candidate will require excellent written and spoken English, good secretarial and IT Skills (a working knowledge or Microsoft Excel and Word is essential). Strong interpersonal skills, tact, resilience and initiative, attention to detail and excellent organisation skills. Previous knowledge of the political and humanitarian situation in Somalia and diplomatic experience, are desirable.

Key Competences:

·           Working with Others (Shows consideration for others' needs and motivations, values diversity and inclusion. Works effectively and supportively on shared objectives with colleagues and contacts in the immediate and wider teams).

·           Problem Solving and Judgement (Systematically gathers information, assimilates and evaluates it and reaches logical and timely conclusions which can be defended).

·           Communicating (conveys information accurately and concisely. Expresses own views and contribute to team debate).

·           Customer focus (Understands and focuses on customer needs).

·           Delivering results (Takes responsibility for delivering own work with speed, and professionalism. Responds flexibly to changing priorities, monitoring progress and quality of own work and meeting objectives. Demonstrates the financial and resource management expertise necessary to achieve results).

Application:

• The British Office for Somalia and the British High Commission are equal opportunity employers. Applications are welcomed from all suitably qualified individuals irrespective of race, gender or disability. All applications will be treated on merit basis through fair and open competition.
• The British Office for Somalia and the British High Commission do not appoint any agents to process job applications or arrange interviews and expects no fees to be paid to anyone.
• Applicants must have the right to live and work in Kenya
• Job share and part time applications welcome.

Applications – (CV plus covering letter) - clearly marked – “LE II Office Manager/Executive Assistant" Vacancy should be forwarded to the following address:

Human Resources Manager

British High Commission

Upper Hill Road

PO Box 30465 – 00100

Nairobi

Or by e-mail to: HR.Recruit@fco.gov.uk    

Applications should be received on or before 16^th November 2012.  Only short-listed applicants will be contacted for interview.