Personal Assistant to Defence Advisor B3 (10/21 NR) Maternity Cover
Main purpose of job:
Personal Assistant to the DA whilst also providing administrative support to the wider Defence Section. The job combines standard secretarial support and diary management. Facilitating travel in the region, basic IT support as well as organising events on behalf of the Defence Section.
Roles and responsibilities:
- Personal Assistant to the Defence Adviser;
- Provide support to the Defence Adviser and Deputy Defence Adviser;
- Monitoring incoming emails and despatch as required, assisting the ADA with incoming and outgoing mail;
- Arrange appointments on behalf of the Defence Adviser and running his/her diary;
- De-conflict DA & DDA diaries;
- Ensure Defence Section driver is fully briefed on schedules, predict overtime requirement in support of authorisation by the DA;
- Arrange all travel requirements for the DA/DDA.
- Raise and track Notes Verbales, follow up and track responses;
- Obtain Diplomatic Flight Clearances, arrange airside passes and submit manifests for all MilAT flights and Royal Naval Ships entering countries for which the Defence Adviser has responsibilities;
- Liaise with Kenyan Ministry of Defence (KMOD), Ministry of Foreign Affairs and other ministries as required;
- Provide assistance for UK MOD visits to Kenya including visit programs;
- Manage and co-ordinate Defence Section working functions, selecting venues, contacting and costing caterers, assembling guest lists, sending invitation cards, creating place cards & menus, sourcing entertainment/bands, maintaining contact lists & preparing DRE paperwork;
- Request access to KDF facilities for BATUK staff;
- Defence Section POC for information management, managing the filing systems for both hard and soft copies.
- Ordering and managing of the Defence Sections stationery and other office supplies as required;
- Maintain currency of Jessop House inventory and liaise with Jessop House domestic staff when required;
- Report office faults and ensure office is maintained by Corporate Services;
- Provide cover for the ADA during absences;
- Undertake other duties appropriate to the role as detailed by the DA/DDA/ADA
· 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.
Working patterns:
If the job is suitable for flexible working patterns, please provide details:
The contracted hours are 36 ¼ hrs weekly. These hours are flexible by arrangement, but are to be based on:
Mon-Thu 0700-1515 (inclusive of 30 min lunch break)
Fri 0700-1215 (exclusive of lunch)
Occasional out of hours working may be required, which would be eligible for TOIL
Leave:
Members of staff are entitled to paid annual leave, which is earned, from the day they commence employment. Entitlements are as follows:
Grades B3 (L) 30 days
In addition to annual leave, the BHC normally observes no fewer than 9 and no more than 14 Kenyan and British public and religious holidays in a year. These vary from year to year and are at the discretion of the High Commissioner. A list of holidays is published each year.
Due to the nature of the role it is necessary that applicants be security cleared to SC, or demonstrate that they can easily obtain such clearance. Clearance can normally only be obtained by UK nationals [not Kenyan dual nationals] with at least 3 years residence in the past 10 years in the UK, USA, Australia, Canada, New Zealand or EU. Nationals of the latter five may also be able to get clearance, although not if they are Kenyan dual nationals. Such candidates must have a traceable history over the last 5 years.
- Due to COVID 19, you may experience some delay in the progress of this recruitment campaign. We are working hard to minimize any disruption.
- Please complete the application form in full as the information provided is used during screening.
- Please check your application carefully before you submit, as no changes can be made once submitted.
- The British High Commission will never request any payment or fees to apply for a position.
- Employees recruited locally by the British High Commission in Nairobi are subject to Terms and Conditions of Service according to local employment law in Kenya.
- It is essential that the applicants already have the right to live and work in Kenya without the need to apply for a work permit
- Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework Please note: Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Reference checking and security clearances will be conducted on successful candidates.
- Please log into your profile on the application system on a regular basis to review the status of your application
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