The British High Commission in Nairobi is pleased to announce a unique career opportunity for an experienced administrative professional to join its dynamic Private Office team. We are currently recruiting for the position of Personal Assistant to the Deputy High Commissioner/Development Director (Administrative Officer – AO grade). This is an exciting chance to work within a prestigious international diplomatic mission, supporting high-level engagements and contributing to the delivery of the UK Government’s work in Kenya and the broader region.
As a progressive and diversity-focused employer, the British Government values inclusivity and difference, actively working to promote equality and eliminate discrimination. We encourage applications from individuals of all backgrounds, identities, and abilities. We foster a culture of flexibility, family-friendly work practices, and professional development.
This permanent, full-time role (36.25 hours per week) is based in Nairobi, Kenya, with an expected start date of 1 December 2025.
About the Role
Job Title: Personal Assistant to the Deputy High Commissioner/Development Director, Private Office
Grade: Administrative Officer (AO)
Location: Nairobi, Kenya
Reports to: Chief of Staff and Deputy High Commissioner
Salary: KES 199,553.07 per month (subject to tax and statutory deductions)
Contract Type: Permanent
Working Hours: 36.25 hours per week
Application Deadline: 8 August 2025
Start Date: 1 December 2025
The successful candidate will join the Private Office team and provide critical support to the Deputy High Commissioner (DHC). This role entails high-level diary management, correspondence handling, liaison with external stakeholders, and event organization. The position demands strong organizational capabilities, the ability to work independently, and a proactive mindset with high levels of discretion.
Key Responsibilities
The role of Personal Assistant to the Deputy High Commissioner (DHC) is comprehensive, requiring the ability to adapt quickly to shifting priorities while ensuring a high standard of professionalism and confidentiality. The position’s responsibilities are as follows:
1. Diary Management (50%)
- Efficiently manage the DHC’s calendar, prioritising engagements based on strategic importance.
- Schedule and coordinate meetings, both internal and external, ensuring minimal scheduling conflicts.
- Liaise with a wide range of stakeholders including high-ranking government officials, diplomatic representatives, and business executives.
- Ensure the DHC is well-prepared for all engagements by organizing appropriate briefing materials and speaking notes in advance.
2. Correspondence and Communication (10%)
- Manage incoming and outgoing correspondence (paper and electronic), ensuring timely and appropriate responses.
- Draft, edit, and format official letters, emails, and Note Verbales on behalf of the DHC.
- Screen communications and prioritise based on urgency and relevance.
- Ensure meetings chaired by the DHC, whether physical or hybrid, are properly set up, including booking venues and setting up virtual links.
- Receive and accompany visitors for meetings with the DHC, coordinating closely with the security team for access protocols.
3. Event Management (20%)
- Plan and coordinate small-scale official events such as luncheons and dinners hosted by the DHC.
- Draft and issue invitations, monitor RSVPs, and ensure proper follow-up.
- Manage event logistics at Apollo House (the DHC’s Residence), including setup and guest coordination.
- Collaborate with the Chief of Staff and other mission teams to support large-scale diplomatic events when required.
- Coordinate the preparation of speeches and briefing notes, ensuring their timely availability before events.
4. Administrative and Travel Support (10%)
- Maintain an up-to-date digital filing system for all DHC-related correspondence and documentation.
- Keep contact lists of key stakeholders current and accessible, including government officials and diplomats.
- Manage and reconcile expense claims in accordance with internal financial guidelines.
- Oversee budget tracking and monthly forecasting for the DHC’s operational activities.
- Organise all travel logistics for the DHC, including transportation, visa processing, accommodation bookings, and preparation of travel packs.
- Liaise with security and transport departments to ensure safe and efficient travel.
5. Visa Handling and Additional Duties (10%)
- Serve as the liaison for visa requests and queries from contacts of the DHC.
- Collaborate with the Visa Outreach Officer to facilitate visa arrangements, particularly for large government delegations.
- Provide leave cover for the PA to the High Commissioner and other administrative staff as needed.
- Assist in updating and maintaining the Crisis Management Team roster in coordination with Crisis Committee leads.
- Support other ad hoc duties assigned by the Private Office, as part of a flexible, agile work culture.
Essential Qualifications, Skills and Experience
- A minimum of 5 years of experience in a personal assistant, executive support, or similar administrative role.
- Demonstrated strong organisational skills, with a proven ability to manage multiple tasks and priorities effectively.
- Excellent interpersonal and communication skills—both verbal and written.
- Ability to work independently with minimal supervision, maintaining high levels of initiative.
- Proven ability to handle confidential information with discretion, poise, and diplomacy.
- High attention to detail and a proactive, problem-solving approach to challenges.
- Fluency in written and spoken English.
Desirable Qualifications and Experience
While not mandatory, the following would be considered advantageous:
- Prior experience working within a diplomatic mission, international organisation, or government agency.
- Experience in engaging with cross-functional and multicultural teams.
- Familiarity with international protocols, formal correspondence, and event planning in a diplomatic context.
Required Competencies
Candidates will be assessed against the following behaviours, in line with the UK Civil Service Success Profiles framework:
- Delivering at Pace – Meeting deadlines while maintaining quality and managing competing priorities.
- Making Effective Decisions – Using sound judgement to solve problems and handle sensitive situations.
- Managing a Quality Service – Maintaining high standards in administrative and customer-focused tasks.
- Working Together – Building and maintaining collaborative relationships with internal and external stakeholders.
More details on these competencies can be found through the UK Government’s Civil Service Success Profiles documentation: Success Profiles Guide
Additional Information for Applicants
- Application Deadline: 8 August 2025. Late applications will not be accepted.
- Only applications submitted via the official tal.net recruitment system will be considered.
- Please ensure that all information provided in your application form is original and accurately reflects your experiences.
- While formatting tools such as grammar or spelling checkers may be used, your responses to skill-based and behaviour-based questions must be authentic and personal. Plagiarism or generic AI-generated content will result in disqualification.
- Successful candidates will undergo reference checks and security clearances prior to appointment.
- Shortlisted candidates not immediately selected may be placed on a 12-month reserve list and offered a similar role should it become available.
- All employees of the British High Commission in Kenya are employed under local terms and conditions, and must already have the legal right to live and work in Kenya without the need for visa sponsorship or a work permit.
- The British High Commission never requests payment at any stage of the recruitment process.
Equal Opportunity Employer
The British Government is committed to creating a diverse and inclusive workplace. We promote equality across all protected characteristics, including disability, race, ethnicity, gender identity, religion, sexual orientation, and age. We welcome applications from individuals of all backgrounds, especially those who bring new perspectives and life experiences to our team.
The Foreign, Commonwealth and Development Office (FCDO) encourages agile working and offers a range of flexible work options, where possible, depending on operational and security needs. Employees enjoy opportunities for professional development, access to internal training, and the chance to contribute to impactful diplomatic, humanitarian, and development initiatives in Kenya and across the region.
If you meet the above criteria and are excited to support high-level diplomatic work in a vibrant international environment, we encourage you to apply.
