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
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 12 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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