Main purpose of job:

To provide professional administrative and organisational support to the High Commissioner ensuring smooth management of their office. This includes managing their diary, handling correspondence and serving as the key liaison between the High Commissioner and staff across the British High Commission.

We are seeking a dynamic individual who can manage a broad range of responsibilities in a fast-paced, high-profile environment with excellent organisation, problem solving, information management and communication skills. The role requires good judgement, the ability to anticipate needs and strong interpersonal and organisational skills.

He/she will be required to ensure the most effective use of HC’s time, work with enthusiasm, empathy and a willingness to be flexible and adapt to changing circumstances. It also requires proactivity and good collaboration skills.

The Job Holder will form part of the Private Office Team and will be required to work closely with other members of the team including the Chief of Staff to the High Commissioner and Deputy High Commissioners’, the Personal Assistants to the Deputy High Commissioners’ and the Events and Residence Manager.

Roles and responsibilities

Diary Management 60%

• The job holder will require to have excellent problem solving, negotiating and decision-making skills working with a wide range of internal and external contacts to ensure the High Commissioner’s time is well aligned in delivering strategic outcomes.
• High levels of judgement and problem solving will be required in processing numerous diary requests, deconflict meetings at short notice while prioritizing competing demands in the diary.
• Ensure the High Commissioner is adequately briefed and prepared for all meetings including providing timely printed briefs when required.
• Coordinate meetings and calls with a wide range of stakeholders, including senior government officials, Heads of Mission and business leaders.
•  In this fast-paced role you will be required to analyse on-going situations, explore options working with others and be proactive in making suggestions to ensure delivery processes are efficient and effective.

Correspondence and Communication 10%

• Strong communication oral and written skills required to manage HC’s paper and electronic correspondences ensuring timely responses and appropriate follow-ups, while filtering and prioritizing communications.
• Strong interpersonal skills ensuring you maintain good working relationships with stakeholders across the Mission, Government departments and other missions.
• Format and draft correspondence on behalf of the HC including letters and Note Verbales.
• Ensure all physical and hybrid meetings chaired by the HC have a meeting room booked and are connected on the VTC prior to the start of the meeting.
• Receive and escort HC’s guests into the Mission, liaising with security team as required.
• Respond to visa queries from HC’s contacts in liaison with the Visa Outreach Officer at post.

Event & guest list management 10%

• Maintain contact sheets for HC’s key contacts including for Diplomatic Missions and Government officials.
• Draft and issue invitations for small lunches/dinners hosted by the HC. This will involve tracking RSVPs, following up for responses and communicating final numbers to the Residence Manager.
• Work closely with the Residence Manager to co-ordinate events hosted by HC and ensure speaking points and briefing notes are commissioned and ready in time.

Administrative & travel management 10%

• Maintain an up-to-date online filing system for the HC’s correspondence.
• Process expenses and reconcile claims in line with policy guidelines.
• Organise HC’s official travel including logistics, visas, accommodation and briefing packs while liaising with security and transport teams where necessary.
• Book hotels and flights for the HC, driver and bodyguard and ensure expense reconciliation is completed and approved on time.
• Ensure HC’s drivers and bodyguards are well synched and informed of HC’s external movements within and outside Nairobi.

Line Management & other duties: 10%

• Line management of the two HC drivers will require the job holder to have regular 1-2-1 meetings and support the drivers to manage their professional development in line with their objectives.
• Organize drivers’ workloads, monitor the work undertaken to ensure high standards are maintained.
• Provide leave cover for the Chief of Staff.

Resources managed

• Line management of the two High Commissioner drivers

Essential qualifications, skills and experience  

• Minimum of 7 years’ work experience in a personal assistant/executive role or similar role.
• Strong organisational skills with the ability to prioritise effectively.
• Strong interpersonal and communications skills, oral and written.
• Proven ability to manage multiple tasks in a fast-paced environment under pressure.
• The ability to work independently without close supervision.
• High level of discretion and integrity in handling sensitive information. This position requires poise, tact and diplomacy.
• Excellent command of written and spoken English.
• Proficiency in Microsoft Office Outlook, Word, Excel, Teams

Desirable qualifications, skills and experience  

• Experience working in a diplomatic mission, government office or international organisation.
• Experience of working with cross-functional teams.

Required behaviours  

Communicating and Influencing, Delivering at Pace, Making Effective Decisions, Managing a Quality Service