View Vacancy - Personal Assistant to the Defence Adviser – Defence Section Nairobi - 09/23 NR (Internal Only)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Estates

Main purpose of job:
Personal Assistant to the Defence Adviser 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, including the Defence Section Group Mailbox
  • Arrange appointments on behalf of the Defence Adviser, running their diary ensuring to de-conflict DA & DDA diaries, prepare briefing packs for meetings as required;
  • Maintain Defence Section and BDS EA Forecast of Events;
  • Arrange all travel requirements for the DA/DDA;
  • Arrange and coordinate routine meetings for the Defence team and with internal and external stakeholders;
  • Ensure Defence Section driver is fully briefed on schedules, predict overtime requirement in support of authorisation by the DA;
  • Liaise with Kenyan Ministry of Defence (KMoD), Ministry of Foreign Affairs (MFA) and other agencies as required;
  • Manage and co-ordinate Defence Section working functions, purchase orders, 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;
  • Maintain the inventories for representational residences for DA & DDA, liaise with house staff when required;
  • Provide assistance for UK MoD visits to Kenya including visit programmes;
  • Undertaking filing of soft and hard copy documents within the Defence Section/BDS EA Team Sites;
  • Ordering and managing of the Defence Sections stationery and other office supplies as required;
  • Security arrival procedures for Defence Section visitors to the High Commission;
  • Daily mail collection from the Post Room;
  • Provide cover for the ADA during absences;
  • Undertake other duties appropriate to the role as detailed by the DA/DDA/ADA.
  • Excellent IT skills - a working knowledge of Outlook, Teams, Microsoft Word & Excel;
  • Good oral and written communication skills, attention to detail and initiative;
  • The ability to respond flexibly to competing demands;
  • Extensive experience of developing good working relationships with key stakeholders at all levels;
Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together
9 February 2023
Executive Officer (EO)
Permanent
Africa
Kenya
Nairobi
British High Commission
1
KES 253,255.57
1 March 2023

Working patterns:

The contracted hours are 36 ¼ hours per week.  These hours are flexible by arrangement, but are to be based on:

Mon-Thu  07:00-15:00 (inclusive of 30 min lunch break) 8 hours
Fri  08:00-12:15 (exclusive of lunch)

  • 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 Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles. Please note:  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.
  • Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.