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.Job Category
Foreign, Commonwealth and Development Office (Programme Roles)Job Subcategory
Private OfficeJob Description (Roles and Responsibilities)
Main purpose of job:
- To provide administrative and logistical support to the Ambassador (HMA) and Deputy Head of Mission (DHM) Somalia across the full range of PA functions such as managing diaries, booking appointments and arranging logistics, maintaining up-to-date contact lists, and providing an interface between HMA/DHM and the rest of the Somalia Network
- To provide office support functions to the wider mission, including organisation and logistics for official visits and events, at the British Embassy in Mogadishu (BEM)
- To help coordinate the Chevening Somalia/Somaliland programme, including marketing, arranging and conducting interviews, and maintaining and managing the alumni network
- To line manage the Somalia Network driver based in Nairobi, managing the driver’s programme including prioritising and deconflicting where necessary, and ensuring health and safety standards are fully respected and that the driver’s training and mandatory checks are up to date
- The role will be based at the British High Commission (BHC) in Nairobi, reporting to HMA Mogadishu, with frequent travel to BEM
The skills we’re looking for:
- Excellent organisational skills to ensure the HMA/DHM’s time is used effectively, their programmes run smoothly, and that visits and events are professionally managed.
- Excellent IT skills (including working knowledge of MS office packages such as excel, word, PowerPoint etc)
- Proven ability to prioritise effectively and respond flexibly in the face of multiple demands, and to deliver to a high standard and on time under pressure
- Excellent communication and interpersonal skills, both with internal and external stakeholders
- The ability to identify and apply new systems as required, including to ensure smarter ways of working for the network
- Knowledge of Somali culture and Somali language skills are highly desirable, though not essential
The person we’re looking for:
- They will be confident, able to take the initiative and work independently
- They will be collaborative, collegiate and a strong team player
- They will build strong networks of both internal and external stakeholders
- They will be responsive, diligent and highly organised.
- They will have a strong eye for detail (events planning, guest lists etc).
- You should also expect frequent travel to Somalia, and occasional travel to the UK.
Roles and responsibilities:
- Provide administrative support to HMA and DHM across the full range of PA functions e.g. managing diaries; booking internal and external appointments and logistical arrangements; drafting and responding to correspondence and invitations and ensuring clear and accessible filing/records; maintaining up-to-date contact lists e.g. for the diplomatic community
- Arrange logistics for HMA and DHM when travelling in and out of Mogadishu e.g. booking flights/hotels and transport
- Provide an interface between HMA and the rest of the Embassy e.g. highlighting diary opportunities; ensuring that briefing is in hand in advance of meetings; communicating HMA travel arrangements to staff
Events and visits support:
- Maintain up-to-date contacts lists and coordinate guest lists for official events at BEM
- Work with the Corporate Services Team to ensure sufficient and suitable entertainment supplies to support official representational events
- Work with the British Embassy Mogadishu life support contractor to support the organisation of large formal events e.g. Ministerial dinners (layout; menus etc.)
Chevening:
- Work with colleagues leading on Communications in BHC Nairobi, BEM and British Office Hargeisa on Chevening outreach and marketing
- Help to maintain and manage the alumni network including up-to-date contacts lists
- Help to coordinate and conduct Chevening interviews, liaising with scholars and the Chevening Secretariat
Resource Management:
- Advise Corporate Services colleagues on the entertainment/travel budget elements of the local budget. Provide accurate forecasting of duty travel plans and entertainment spend for official events hosted by HMA/ DHM
- Work with Corporate Services colleagues to ensure official entertainment supplies are available for representational events hosted by HMA/ DHM
- Make official purchases using the Government Procurement Card (GPC) and ensure all expenditure accounted for in line with guidelines
Corporate:
- Act as an interface for BEM staff travelling through BHC Nairobi e.g. helping set up meetings/ arranging transport; arranging induction meetings including security briefings
- Helping to coordinate and support Somalia Network Away Days and other events/meetings
- Contribute to updates of the Somalia Network Induction Pack and BEM Post Report
- Contribute to the corporate agenda at BEM / BHC Nairobi e.g. by supporting the annual People Survey and participating in committees
- Maintain and update the official Gift Register 2 x a year in line with audit requirement, arranging regular review and sign off by DHM
Line Management:
- Manage the Somalia Network driver based in Nairobi, ensuring that overtime is kept to a minimum and health and safety standards are fully respected e.g. with regard to number of driving hours. Manage the driver’s programme, prioritising and de conflicting where necessary. Ensure that the driver’s training and mandatory medical checks are up to date
Essential qualifications, skills and experience
| Excellent organisational and IT skills (including working knowledge of MS office packages excel; word, PowerPoint etc)Excellent interpersonal skills and a strong team playerStrong experience/knowledge of the UK and its institutionsEvent delivery/management experienceThe ability to respond flexibly to competing demands, often at short notice (including visits to Mogadishu)The ability to rigorously prioritise and identify and apply new systems as required, including to ensure smarter ways of working for the missionExperience of working in a fast paced high pressure environmentDiscretion and confidentialityA good eye for detail (events planning; guest lists etc)Knowledge of Somali culture and Somali language skills are highly desirable, though not essentialWillingness to attend SAFE+ course to enable travel to Mogadishu |
Required behaviours
Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working TogetherApplication deadline
4 May 2023Grade
Executive Officer (EO)Type of Position
Fixed TermDuration of Post
12 monthsRegion
AfricaCountry/Territory
KenyaLocation (City)
NairobiType of Post
British High CommissionSalary
KES 253,255.57Start Date
29 May 2023Other benefits and conditions of employment
Learning and development opportunities:
- The successful candidate will need to complete SAFE+ training in the UK to enable travel to Somalia
Additional information
- 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.