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Full-time PA to the High Commissioner

at British High Commission in Nairobi

B3 (L) PA TO THE HIGH COMMISSIONER
A vacancy has arisen at the British High Commission for a Personal Assistant (PA) to the High Commissioner (HC). The BHC consists of 360 employees with a wide variety of experience and job roles, representing 14 government departments working within Kenya and Somalia. The aim of the BHC is to help “build a more stable and prosperous Kenya”, and support British nationals who visit or live in Kenya. The position is graded at B3 (L) for which the current salary starts at Ksh. 185,628/- per month before deduction of tax. Where the successful candidate is not liable to Kenyan tax, the salary will be abated under HM Treasury regulations to Ksh. 136,067/- per month to take account of the tax they would have paid.

Due to the nature of the role it is necessary that any applicant be security cleared to SC status, or demonstrate that they can easily obtain such clearance. Clearance is most easily obtained by UK nationals with at least 3 years residence in the past 10 years in the UK, USA, Australia, Canada or New Zealand. Nationals of the latter four countries may also be able to get clearance. Candidates must have a traceable history over the last 5 years.

The Role
This is an exciting opportunity to work in one of Nairobi’s biggest missions, providing support to a busy and high profile High Commissioner. As the public face of the High Commissioner’s Office, the successful candidate will need to deal with authority, tact and firmness with a range of contacts inside and outside the High Commission. In a busy office, the individual will need to be extremely efficient in managing a high volume of administration in a timely manner and, at times, in a high pressure environment. The individual should have the ability to prioritise work with confidence, and to identify and apply new systems where needed. S/he should also demonstrate skills in working well with others and good line management.

Key Responsibilities
The running of an efficient office for the High Commissioner:

The main duties include:-

  • Oversee and coordinate all aspects of the High Commissioner’s office to ensure the ‘machine’ runs smoothly – e.g. Managing the weekly diary and any travel logistics across the country; liaising with the drivers, Corporate Services and external contacts
  • Process the High Commissioner’s paper and electronic correspondence, including at senior levels in London and Nairobi. Provide direct responses to a high number of requests that come into the office.
  • Log and record communications and responses (such as letters, emails and meetings notes) in a detailed filing system.
  • Arrange official travel & hotel requirements for the High Commissioner and manage his budgets.

Acting as the public face of the High Commissioner’s office

  • Arrange external meetings including with members of the Kenyan government, business men, civil society and MPs. This involves liaising with the Ministry of Foreign Affairs (MFA) and offices of prominent figures in Nairobi and Kenya.
  • Meet and escort the High Commissioner’s visitors at the Mission, organising refreshments, liaising with security team and HCs drivers.
  • Take the record at some external meetings and monitor follow up.

Supporting the interface of the High Commissioner’s office with the broader mission

  • Liaise on the High Commissioner’s behalf across the Mission.
  • Arrange and facilitate all internal meetings for the High Commissioner in the BHC including with BHC colleagues and corporate services team.
  • Work with BHC colleagues (in particular the political team) to ensure the High Commissioner has full briefings for all external meetings externally and internally.
  • Take the record at some internal meetings and monitor follow up
  • Support the Visits Officer in planning and preparing for senior visitors from the UK.

Develop and manage the High Commissioner’s team

  • Line Manage the High Commissioner’s Social Secretary and work with her to coordinate and plan a large number of events hosted by the High Commissioner including the annual Queen’s Birthday Party.
  • Line Manage the High Commissioner’s two principal drivers.
  • Work with the Residence Manager to plan and prepare for formal and informal events, meetings, and the day-to-day running of the Residence.

Required skills:

  • The successful candidate should possess very strong administrative, oral and written communication skills, and the ability to work with senior individuals both internal and external to the organization.
  • The candidate should be highly organised, able to take the initiative to prioritise and work independently, work accurately to meet deadlines, and have an eye for detail. S/he should have excellent IT skills and confidence using Microsoft Office programmes.
  • S/he should also be a good team player. Previous line management experience would be an advantage.

Education/qualifications
Desirable – * Expert working knowledge of MS Word, Excel, PowerPoint and Outlook * Educated to a degree level

Experience

  • Working and delivering for senior-level individuals
  • Working and delivering in a high pressure environment
  • Dealing with logistics, administration and budgets

Key competencies:-

  • Managing and Developing Staff – Line management of individuals: encourages high levels of motivation and performance, supporting and coaching staff to get the best from them. Values diversity, treating staff with equity and fairness, and creating a climate that embraces different ways of thinking and acting and encourages all to fulfil their potential.
  • Working with Others – Shows consideration for others’ needs and motivations, values diversity and inclusion. Works effectively and supportively on shared objectives with colleagues and contacts in the immediate and wider teams.
  • Communicating and Influencing – Presents a professional image of self, Department/Post and FCO. Conveys information accurately and concisely, adjusting style according to purpose and audience. Able to influence people in meetings and in writing in order to achieve objectives.
  • Problem Solving and Judgement – Systematically gathers information, assimilates and evaluates it and reaches logical and timely conclusions which can be defended.
  • Delivering Results – Takes responsibility for delivering own work with speed, and professionalism. Responds flexibly to changing priorities, monitoring progress and quality of own work and meeting objectives. Demonstrates the financial and resource management expertise necessary to achieve results.
  • Customer Focus – understands and focuses on customer needs.

Application:
The British High Commission has not appointed any agents to process job applications or arrange interviews for this position and expects no fees to be paid to anyone.

Applicants must have the right to live and work in Kenya.

Applications – (CV plus completed application form) clearly marked: – “PA to the High Commissioner” should be forwarded to the following address:

The Human Resources Manager
British High Commission, Upper Hill Road
PO Box 30465 – 00100
Nairobi

Or by e-mail to: HR.Recruit@fco.gov.uk

Applications should be received on or before 9 August 2013. Only short-listed applicants will be contacted for interview.

The British High Commission is an equal opportunities employer. Recruitment and staff management is conducted without regard to gender, race, ethnicity, religion or disability provided candidates are able to meet the requirements of the position advertised.

Download Application Form Application Form – PA to High Commissioner [MS Word Document, 83.5KB]



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Published at 05-08-2013
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