Personal Assistant/Social Secretary to the Ambassador

The Embassy of Norway in Nairobi represents Norway in Kenya and Somalia, and is the permanent delegation of  Norway to UNEP and UN-HABITAT.

It provides consular services to Norwegian nationals and migration services to non-nationals.

There are 25 staff members working at the Embassy of Norway, comprising both Norwegian and Kenyan nationals.

The Embassy seeks to recruit an experienced individual for the tasks of Personal Assistant/Social Secretary (PA) to the Ambassador.

The PA will work closely with the Ambassador and the overall role is to provide administrative assistance and other support functions to the Ambassador and ensure that the Ambassador’s office is run efficiently and in line with the Embassy’s policies and procedures.

Internally the jobholder will be in regular contact with most staff. Externally, contact will be mostly with international organizations and the Kenya Government institutions, particularly the Ministry of Foreign Affairs.

Duties include, but are not limited to:        

·         Managing the Ambassador’s calendar Organising programmes and logistics related to official visits.

·         Consultations with other sections as appropriate on incoming invitations where the Ambassador’s presence is required along with relevant preparations/follow-up.

·         Being the first point of contact by phone, mail and email for internal and external callers seeking contact with the Ambassador.

·         Managing the Ambassadors official entertainment

·         Managing the Ambassador’s local and international travel

• Managing correspondence, including note verbales to the GoK

·         Follow-up with Kenyan authorities on all formalities related to registration of diplomatic personnel and their vehicles

·         Applications and follow-up of VAT refunds

·         Co-ordination of office-wide meetings.

·         Maintenance and constant update of the relevant contact lists and directories.

·         Administering support to the Chargé d’affaires a.i. in the absence of the Ambassador.

·         Co-ordination of drivers

Qualifications:

• A bachelor’s degree/Diploma in business administration and/or advanced secretarial/administrative training
• Excellent administrative and organisational skills
• Previous experience of work at an Embassy/International organization
• Excellent command of written and spoken English & Swahili, and good communication skills
• Good knowledge of Kenyan Authorities and Organizations
• Experience in Protocol matters
• Good IT skills, including knowledge of Windows Word and Excel applications and ability to learn the Embassy’s systems
• Knowledge of Norwegian/Scandinavian languages is an advantage

Personal qualities:

• Loyal, and with a high level of confidentiality
• Flexible and service-minded
• Able to work well under pressure and think/plan ahead
• Able to work well with others

The salary is in accordance with the Norwegian Ministry for Foreign Affairs´ salary system for locally employed personnel.

Applications should include a detailed CV with educational qualifications, a summary of professional experience and a minimum of 3 professional references.

For enquiries about the substance of the job, please contact

Esther Kituyi, the current jobholder; esther.kituyi@mfa.no

For enquiries about eligibility, terms and conditions etc. please contact Inger Lisbeth Sørensen, Counsellor, Head of Administrative Affairs; inger.lisbeth.sorensen@mfa.no

Start date: As soon as possible

Applications should be submitted to:

esther.kituyi@mfa.no / emb.nairobi@mfa.no, not later than March 17^th 2014.