The Embassy of Italy in Nairobi has officially announced the opening of a fixed-term employment opportunity within its administration. This position offers a rare chance for qualified individuals to serve in a diplomatic environment while gaining international exposure in administrative functions. The Embassy seeks to hire one administrative assistant under a six-month contract, renewable once depending on institutional needs and individual performance.
This recruitment exercise has been authorized and published in accordance with Italian regulations governing employment at diplomatic and consular missions abroad, notably those set out in the Presidential Decree (D.P.R.) of 5 January 1967, no. 18, subsequent amendments, and the Legislative Decree of 7 April 2000, no. 103. These legal provisions regulate the recruitment, appointment, and employment of contract staff at Italy’s diplomatic representations, consular offices, and cultural institutes worldwide.
The vacancy presents an excellent opportunity for those seeking to develop their administrative and organizational skills within an embassy setting. Successful candidates will work closely with the diplomatic team and contribute to ensuring smooth day-to-day administrative operations.
About the Position
The Italian Embassy in Nairobi intends to hire one administrative assistant who will be assigned to support administrative services. This appointment is temporary in nature, with an initial six-month fixed-term contract that may be renewed only once. Renewal is subject to performance, institutional needs, and budgetary approvals.
The selected individual will be employed under a contract in line with Italian law regulating employment at diplomatic missions. The contract will only take effect upon validation and authorization by the Central Budget Office of the Italian Ministry of Foreign Affairs and International Cooperation.
General Requirements
Applicants must satisfy the following baseline conditions to be considered for the recruitment process:
- Must be at least 18 years of age at the time of application.
- Must be in good health and able to perform the functions associated with the position.
- Must hold at least one of the following educational qualifications:
- A secondary school diploma (high school certificate) of the first grade, or
- An equivalent qualification recognized as such.
Admission to the Selection Process
Due to the nature of diplomatic employment, only candidates whose documentation and qualifications appear most suitable for the role will be admitted to the selection stage. This decision rests with the Embassy’s recruitment panel, which will carefully review all submitted applications.
Candidates who do not meet the required qualifications, submit incomplete documentation, or fail to adhere to the application instructions will not be considered.
Selection Tests
Shortlisted candidates will undergo a structured interview process designed to evaluate their professional skills, practical knowledge, and aptitudes relevant to the role of administrative assistant.
The interview will assess, among other aspects:
- General administrative knowledge.
- Familiarity with office procedures.
- Communication and organizational skills.
- Ability to manage documents and correspondence.
- Professionalism and reliability in handling sensitive information.
Performance in this interview will form the key basis for the final selection decision.
Documentation Required for Selected Candidate
The candidate selected for employment must provide official documentation before the signing of the contract. The documents required include:
a) An official birth certificate.
b) A medical certificate confirming good health.
c) Authentic copies of education certificates. Foreign certificates must be translated into Italian and accompanied by a “dichiarazione di valore” (statement of validity) issued by the relevant Italian consular authority.
d) For non-Italian citizens: a valid residence permit (or equivalent authorization to stay in Kenya).
Failure to provide these documents, especially proof of legal residence for non-Italian citizens, will prevent finalization of the employment contract.
Foreign-language certificates must be fully legalized and officially translated.
Italian and European Union citizens are permitted to submit self-certifications under Italian law, provided that their personal details and qualifications can be verified against official records in Italy or within the EU.
Applicants are cautioned that false or misleading declarations will immediately invalidate their employment and may result in criminal penalties under Italian law.
Data Protection and Personal Information
The Italian Ministry of Foreign Affairs and International Cooperation (MAECI), through the Embassy of Italy in Nairobi, will act as the data controller for all personal information submitted during the recruitment process.
Key provisions include:
- Data will be processed lawfully, fairly, and transparently.
- The purpose of collection is strictly limited to recruitment, employment contract management, and associated institutional needs.
- Refusal to provide personal data will result in exclusion from the recruitment process.
- Data will be stored in both manual and electronic formats, with strict confidentiality safeguards.
Unsuccessful applicants’ data will be retained for 15 years, after which it will be permanently deleted. Data for the successful candidate will be retained indefinitely within their personnel file.
Applicants have the right to request access, rectification, or limitation of the processing of their data. Complaints may be lodged with the Italian Data Protection Authority (Garante Privacy).
Employment Conditions
- Position: Administrative Assistant
- Contract Type: Fixed-term, six months
- Renewal: Possible once, subject to Embassy approval
- Location: Embassy of Italy, Nairobi
- Conditions: Governed by Italian law and validated by the Central Budget Office
The employment will commence only after receipt of official approval from relevant Italian authorities.
Job Description – Administrative Assistant
The administrative assistant will perform a wide range of clerical and organizational functions, contributing to the effective functioning of the Embassy’s administrative section. The role requires accuracy, discretion, and commitment to maintaining high professional standards in a diplomatic context.
Core Responsibilities
- Administrative Support
- Manage and update filing systems, both digital and physical.
- Handle incoming and outgoing correspondence, ensuring proper recording and distribution.
- Support the preparation of reports, memos, and official documentation.
- Assist in the scheduling of meetings and preparation of meeting materials.
- Reception and Communication
- Act as a first point of contact for visitors, staff, and external stakeholders.
- Manage telephone calls, emails, and other communication channels professionally.
- Provide information and direct inquiries to relevant departments or staff.
- Record Keeping and Data Management
- Maintain accurate administrative records, including staff registers, leave records, and other internal documentation.
- Update databases and ensure data integrity in accordance with Embassy requirements.
- Support to Financial and Procurement Functions
- Assist with preparation of financial requests and administrative forms.
- Handle petty cash transactions under supervision, where applicable.
- Support procurement processes by collecting quotations, preparing documentation, and following up with suppliers as instructed.
- Human Resources and Logistics Assistance
- Support HR functions, including maintaining staff documentation files.
- Assist in organizing events, workshops, or meetings hosted by the Embassy.
- Help in logistical arrangements such as booking venues or coordinating transportation where necessary.
- Confidentiality and Compliance
- Handle sensitive information responsibly and with full confidentiality.
- Ensure compliance with Embassy policies, Italian government regulations, and Kenyan laws where applicable.
Competencies and Attributes
While formal qualifications are limited to the secondary school level or equivalent, the position demands certain personal and professional attributes:
- Strong organizational skills with attention to detail.
- Ability to work in a multicultural and diplomatic environment.
- Professional communication, both written and verbal.
- Adaptability to changing administrative priorities.
- Integrity, reliability, and discretion in handling official information.
Recruitment Process
- Application Submission
Applications must be submitted within the prescribed deadline. Late applications will not be accepted. - Screening and Shortlisting
Applications will be screened against the stated requirements. Only candidates with the most suitable documentation and qualifications will be shortlisted. - Interview Stage
Shortlisted candidates will be invited for an interview at the Embassy. The interview will assess professional skills, aptitude, and suitability for the role. - Final Selection
Following interviews, the Embassy will identify the most qualified candidate. The selected individual will then be required to present the mandatory documents. - Contract Finalization
Employment will only begin once authorization has been received from the Central Budget Office in Italy.
Application Instructions
Applications will only be considered valid if submitted in full and within the indicated deadline. Candidates are advised to ensure that all required information and documents are included in their submissions.
