The British High Commission in Nairobi is inviting qualified and experienced professionals to apply for the position of Personal Assistant (PA) to the Deputy High Commissioner/Development Director. This is a permanent and full-time role based in Nairobi, Kenya, with a scheduled start date of 1 December 2025. The position sits within the Foreign, Commonwealth and Development Office (Operations and Corporate Services) under the Private Office subcategory.
This is an exciting opportunity to work at the heart of UK diplomacy and development engagement in Kenya. The role provides a unique chance to support the work of the Deputy High Commissioner (DHC), who is also the Development Director, and to liaise with key local and international stakeholders.
As an inclusive and diversity-friendly employer, the British Government encourages applications from people of all backgrounds and identities. It promotes equality, flexible working, and values innovation, collaboration, and professionalism across all roles.
About the Role
The successful candidate will serve as the Personal Assistant to the Deputy High Commissioner (DHC), offering high-level administrative and organisational support to ensure the efficient operation of the DHC’s office. The role involves a combination of diary management, stakeholder engagement, correspondence handling, event planning, and travel coordination. The Personal Assistant will be required to maintain a high degree of discretion, professionalism, and responsiveness in a fast-paced diplomatic environment.
Job Title
Personal Assistant to the Deputy High Commissioner/Development Director
Grade
Administrative Officer (AO)
Type of Position
Permanent
Duty Station
British High Commission, Nairobi, Kenya
Hours of Work
36.25 hours per week
Salary
KES 199,553.07 gross per month (subject to tax and other statutory deductions)
Start Date
1 December 2025
Key Responsibilities
The Personal Assistant will be responsible for a diverse and demanding range of duties. These responsibilities are categorised as follows:
1. Diary Management (50%)
This function is the core responsibility of the role, requiring exceptional attention to detail and a proactive approach. Specific tasks include:
- Managing the Deputy High Commissioner’s daily and weekly calendar, including scheduling meetings, screening requests, and prioritising engagements.
- Accepting and declining invitations in consultation with the DHC and according to their preferences and commitments.
- Coordinating meetings with senior-level stakeholders, including officials from the Kenyan government, other diplomatic missions, and business leaders.
- Ensuring that the DHC is thoroughly briefed ahead of all meetings, including coordination with internal teams for preparatory material.
- Monitoring the DHC’s availability and making proactive adjustments to the schedule as needed to reflect evolving priorities.
2. Correspondence and Communication (10%)
The role also involves managing a high volume of correspondence, both paper-based and digital. Key responsibilities include:
- Filtering and prioritising email and paper communications addressed to the DHC.
- Ensuring timely drafting and dispatch of responses, in some cases preparing correspondence directly on behalf of the DHC.
- Drafting official communications, including letters and Note Verbales, in a formal and professional tone.
- Ensuring all meetings (virtual or hybrid) hosted or chaired by the DHC have logistical arrangements such as room bookings and video conferencing (VTC) setup completed in advance.
- Welcoming and escorting visitors and guests of the DHC upon arrival at the mission, and liaising with the security team as necessary.
3. Event Management (20%)
The jobholder will support and in some cases lead in planning and managing official events hosted by or attended by the DHC. Duties in this area include:
- Drafting and issuing formal invitations for official luncheons, dinners, or meetings hosted at the Deputy High Commissioner’s residence (Apollo House).
- Tracking RSVPs, managing guest lists, and conducting follow-ups to confirm attendance.
- Coordinating event setup, including seating arrangements and hospitality provisions.
- Liaising with internal teams for briefing materials and speaking notes well in advance of events.
- Supporting the broader Private Office and cross-mission teams with event planning, particularly for large-scale functions.
- Ensuring the DHC is fully supported in both their hosting and representational roles.
4. Administrative and Travel Management (10%)
To ensure smooth internal operations, the PA will be responsible for:
- Maintaining a structured and up-to-date online filing system for all correspondence, documents, and reports relevant to the DHC.
- Keeping accurate and current contact lists of key interlocutors, including senior officials, diplomats, and business leaders.
- Handling financial tasks such as processing expense claims and reconciling them according to British Government policies.
- Managing the Deputy High Commissioner’s official budget, including preparing accurate monthly financial forecasts and expenditure summaries.
- Organising official travel logistics, including flights, accommodation, ground transport, visa arrangements, and preparing comprehensive travel briefing packs.
- Liaising with the relevant internal teams (e.g., security and transport) to facilitate seamless travel and event experiences.
5. Visa Handling and Other Duties (10%)
Given the high-profile nature of the DHC’s interactions, the PA will also be involved in visa-related coordination and crisis preparedness:
- Handling visa-related inquiries from the DHC’s contacts, coordinating with the Visa Outreach Officer to provide appropriate support.
- Assisting in managing bulk visa requests for large government delegations travelling to the UK.
- Providing coverage for the PA to the High Commissioner and PA to the DHC during periods of absence.
- Supporting the Crisis Committee by ensuring that the crisis contact roster is updated and accurate.
- Undertaking other relevant administrative and operational tasks as may be reasonably assigned from time to time.
Required Qualifications, Skills, and Experience
The British High Commission is seeking candidates who bring a combination of technical capability, professional discretion, and people-centred service. The following are essential:
- A minimum of five (5) years of work experience in a Personal Assistant, Executive Assistant, or equivalent role in a complex organisation.
- Strong organisational and time-management skills, with the ability to manage multiple competing priorities under minimal supervision.
- Excellent interpersonal skills and the ability to build productive working relationships with individuals at all levels, including senior leadership.
- Strong written and verbal communication skills in English.
- High degree of discretion and professionalism in dealing with sensitive information.
- Proven ability to handle pressure and adapt to changing demands.
- Confidence and capability to work independently with minimal oversight.
- Proficiency in using digital tools such as Microsoft Office, virtual meeting platforms, and calendar scheduling software.
Desirable Qualifications and Experience
While not mandatory, the following would be considered advantageous:
- Prior experience working within a diplomatic mission, government agency, or international organisation.
- Experience working with cross-functional teams across a matrix structure or organisational network.
Required Behaviours
The successful applicant is expected to demonstrate the following Civil Service behaviours, which are central to the British Government’s Success Profiles framework:
- Delivering at Pace: Managing workload effectively and delivering results on time and to high standards.
- Making Effective Decisions: Using sound judgement, evidence, and knowledge to provide accurate, expert, and professional advice.
- Managing a Quality Service: Planning, organising, and managing time and activities to deliver a high-quality service.
- Working Together: Collaborating and cooperating with others across the mission and external partners.
Application Process and Deadline
The application process is conducted exclusively through the official British Government Tal.net portal. All interested applicants must submit their application online before the deadline of 8 August 2025. Please ensure your application is:
- Authentically written, reflecting your own career experiences and competencies.
- Complete and final before submission, as no changes can be made once submitted.
- Free from plagiarism. Applications that appear to have used AI tools to produce core content or behavioural responses may be disqualified.
- Based on accurate information, as background checks and security clearances will be conducted for shortlisted candidates.
Kindly note:
- The British High Commission does not charge any application fees.
- Only candidates who already have the right to live and work in Kenya can be considered.
- Appointable candidates who are not initially successful may be placed on a reserve list for up to 12 months.
Additional Information
- All employees hired locally by the British High Commission are subject to the Terms and Conditions of Service under Kenyan labour law.
- Those not liable to pay income tax in Kenya may have their salaries adjusted accordingly.
- For more information about the UK Civil Service Success Profiles, please refer to: https://www.gov.uk/government/publications/success-profiles
- Only applications made through the official tal.net platform will be accepted.
Apply Now:
This is a remarkable opportunity to be part of an influential and values-driven mission. If you meet the requirements and are passionate about delivering quality administrative support in a dynamic diplomatic environment, we encourage you to apply before the deadline.
