View Vacancy - Personal Assistant to Defence Adviser (10/18 NR) -READVERTISED TO 18/18NR
Main purpose of job:
To provide Administrative support to the Defence Adviser and the wider Defence Section. The job combines standard secretarial support and diary management as well as general budget management. Facilitating travel in the region, basic IT support as well as organising events on behalf of the Defence Section.
Roles and responsibilities / what will the jobholder be expected to achieve?:
- Provide support to the Defence Adviser (Brigadier) and Military Adviser (Lieutenant Colonel);
- Monitoring incoming emails and despatch as required, assisting the Staff Assistant with incoming and outgoing mail;
- Booking appointments on behalf of the Defence Adviser and running his diary, coordinating with the High Commissioner’s office and other PAs to ensure accuracy;
- Arranging all travel and meeting requirements for the DA/MA and incoming visitors to countries for which they have responsibilities;
- Providing social secretarial duties, writing invitation cards, place cards, menus and compiling guest lists, maintaining contact lists, arranging caterers etc;
- Carrying out office filing and maintenance of the filing system and the ordering and managing of stationery and other office supplies as directed by the Staff Assistant;
- Liaison with Kenyan Ministry of Defence (KMOD), Ministry of Foreign Affairs and other ministries as required;
- Obtaining Diplomatic Flight Clearances for all RAF flights and Royal Naval Ships entering countries for which the Defence Adviser has responsibilities in the absence of the Staff Assistant;
- Assistance with UK visas for Senior Military Personnel from countries for which the Defence Adviser has responsibilities;
- Facilitating attendance on UK courses for military personnel from countries for which the Defence Adviser has responsibilities;
- Provide assistance for UK VIP’s visiting Kenya including visit programs;
- Support to BHC social events including production of invites and menus etc;
- Assistance in the management of the Defence Adviser’s residence, specifically act as the point of contact between the residence and the BHC management section and other agencies involved in its upkeep;
- Liaison with Kenyan, Tanzania and Seychellois Armed Forces including production and tracking of Notes Verbales and following up on responses;
- Ensuring Defence Section driver is fully briefed on schedules;
- Managing the office refreshment fund and producing refreshments for principals and visitors, keeping refreshment area, crockery and equipment clean and tidy;
- Providing cover for the Staff Assistant during absences;
- Providing cover for the Personal Assistant to the High Commissioner during absences;
- Undertaking other duties detailed by the Defence Adviser or Staff Assistant.
Resources managed: Line management responsibility for Defence Section Driver
- Hold one of the following passports: UK, US, Canada, Australia, New Zealand
- Minimum of 2 years work experience
- 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.
- Budget Management Experience will be an added advantage
- Ability to work a flexible schedule including nights and weekends on limited notice as occasional out of hours working may be required, which would be eligible for TOIL
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) and above- 30 days
- All Other Grades- 25 days and then 30 days after 5 years’ service
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.
Subject to the Flexible Working Scheme (see below) normal office hours are:
• Monday to Thursday: 0715 - 1600
• Friday: 0745 - 1300.
Learning and development opportunities :
The British High Commission in Nairobi takes learning and development seriously. The successful candidate will have the opportunity to develop many core and transferable skills through both formal and informal learning and development opportunities. Members of staff are encouraged to make use of the learning and development opportunities that the office has to offer.
Any other information (or specific local Post requirements):
Due to the nature of the role it is necessary that applicants be security cleared to LE CONFIDENTIAL, 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
- 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 eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent 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.
This opportunity is closed to applications.