The Embassy of Ireland in Nairobi is seeking a highly motivated, enthusiastic and hardworking person with excellent administration and communication skills to fill a full-time Administrative Officer position.
Roles and Responsibilities:
The precise range of duties will vary over time according to the needs of the Embassy, but will include the following:
ADMINISTRATION
- Assisting with general administrative duties as instructed by the management team;
- Support administrative functions of the Consular Team, including scheduling of appointments and responding to email queries;
- Support administration and management of Embassy-funded programmes, including the Embassy’s fellowship programme and Young Scientists Kenya;
- General clerical duties e.g. filing, photocopying, updating contacts database, handling telephone calls, responding to general mailbox queries etc.;
- Provide back-up cover to colleagues as necessary, including support to the Consular Team;
- Assisting with the organisation of Embassy events.
PROTOCOL
- Assisting in drafting correspondence to Governments of Kenya, Sudan, Somalia and Eritrea and to other parties as necessary;
- Coordinate the provision of protocol services between the Irish Embassy and other Embassies and authorities;
- Coordinate with key stakeholders to facilitate protocol arrangements for high-level visits and diplomatic rotations;
- Logistical support for official visits to and from Ireland (may include arranging bilateral meetings, local transportation, accommodation etc.);
- Assisting with Embassy functions and cultural events.
In addition to the above, the Administrative Officer may be required to carry out other functions subject to the business needs of the Embassy, including occasional out of hours to support Embassy needs.
Essential Requirements candidates must be able to demonstrate:
- Candidates must have a degree, preferably in Business Administration, or similar from a reputable institution;
- Fluent written and oral knowledge of English and Kiswahili;
- Candidates must have previous professional experience in a similar role;
- The candidate must demonstrate using work based examples of providing excellent interpersonal skills, being persuasive, working in a team but also dealing effectively with people in external organisations;
- The candidate must have demonstrated customer service experience, and must have a proven ability to build and maintain a network of professional relationships, ideally with government and diplomatic communities;
- The candidate must provide evidence of flexibility, efficiency and effectiveness showing strong organisational skills, attention to detail, able to work under pressure and to manage multiple tasks;
- The candidate should provide examples of being solutions-oriented, and committed to delivering results, including by adapting approach if necessary;
- The candidate must demonstrate using examples, their working knowledge of Microsoft Office Suite (Outlook, Word, Excel);
- The successful candidate must have a legal entitlement to live and work in Kenya, prior to recruitment.
Desirable Skills and Experience:
- A good understanding of the role of the Department of Foreign Affairs and the Embassy;
- The successful applicant will work alongside other local employees of the Embassy, and will report directly to the diplomatic staff in the Mission. Previous experience in a diplomatic mission and/or previous experience in a protocol role is desirable, but not essential.
Terms and conditions of employment:
- The successful candidate will be hired on a fixed-term contractual basis and will be based at the Embassy of Ireland in Nairobi.
- Annual leave entitlement: 21 days per annum.
- Hours of work: Monday to Friday, 40 hours per week, with standard office hours from 8am to 4pm
- The salary for the position is KSH 1,504,632 per annum, paid locally on a monthly basis. Salaries are paid direct to a bank account, therefore, the successful candidate must have a bank account.
How to apply
The Job Description and Application Form for this position are available below.
Completed application forms must be sent via e-mail only to [email protected]with the subject line Administrative Officer Vacancy.
Applications must be received before 17:00 hrs. (Local time) on 22/03/2023
(No applications will be accepted after this deadline)
Please note that only short listed applicants will be contacted.
Selection Process:
- Depending on the number of applications received, a short-listing of candidates to be called for a written (skills) test and/or a competency-based interview may be undertaken based on the Essential Requirements above.
- It is planned that interviews will be held in April 2023.
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