View Vacancy - Social Secretary to the High Commssioner (12/16 NR)

Main Purpose of the job:

This is an exciting opportunity to work in one of Nairobi’s biggest missions, to develop and manage the High Commissioner’s events which is essential in delivery of his core diplomacy. This will involve working closely with  High Commissioner , his PA and Residence Manager to deliver events of a high standard. The individual will need to be extremely efficient in managing events in a high pressured environment. S/he should have the ability to prioritise work and identify and apply new systems where needed.

S/he will also be required to be flexible with their working hours and have an enthusiastic, energetic and creative personality.

Should also demonstrate skills in working well with others and the ability to engage with the High Commissioner’s high profile contacts.

Roles and responsibility:

Main duties:

Ensure the administration of all events is carried out to the highest standard

• Liaise with the Residence Manager and various section leads of the High Commission as well as external contacts to develop plans for events to be hosted by the High Commissioner. This will also involve offering the necessary guidance on the protocol to be followed for any events that he will host.
• Co-ordinate and develop guest lists and programmes for the HC’s events. This will involve advising the High Commissioner and section leads on the feasibility of proposed events, provide guidance on preparation of guest lists and programmes.
• Issue invitations on behalf of the High Commissioner and manage responses.
• Prepare up to date event schedules. You will use these to update the High Commissioner on the status of upcoming events
• Prepare and maintain records of the Head of Mission’s representational activities and events.
• Project manage the annual Queen’s Birthday Party (QBP) celebration, the High Commission’s biggest annual event. This includes co-ordinating the activities of the committee, managing the collation of the guest list, managing the invitations and the overall co-ordination of the event under the guidance of the Deputy High Commissioner.
• Brief the Internal Communications team on upcoming events to ensure appropriate media coverage where necessary.

Other duties:

• Assist the PA to High Commissioner to manage correspondence e.g. sending our standard letters of reply for requests for donations and scholarships.
• Cultivate and maintain good working relationships and networks of contacts in government, other diplomatic missions and private sectors.
• Maintain an up to date database of the High Commissioners contacts

• Strong interpersonal, communication and organisation skills
• Proven planning/ event management skills
• Excellent command of written and spoken English
• Ability to prioritise and execute multiple tasks to a high standard
• Attention to detail
• Must be able to demonstrate their ability to use personal initiative   to deliver results and meet tight deadlines
• Ability to work with senior individuals, both internal and external to   the organisation
• Excellent IT skills (a working knowledge of Microsoft Excel and Word   is essential)
• Ability to work flexibly under minimum supervision