The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Main purpose of job:
This is an exciting opportunity to work in one of Nairobi’s biggest Foreign Missions, to develop the High Commissioner’s events programme to support the delivery of the British High Commission’s objectives and wider diplomacy. The job holder will also be expected to coordinate major events for the High Commission.
The individual will need to be extremely organised and efficient in preparing and managing events in a high pressured environment. S/he should have good communication skills, the ability to work closely with colleagues, have the ability to prioritise work and be able to identify, develop and apply new systems to maximise the efficiency of our events planning and delivery.
The core aspects of this role involve formulation of guest lists, following up on responses and managing an up-to-date contacts database as well as ensuring the High Commissioner has what they need for the event e.g. speeches, running order, working with the communications team for media coverage as appropriate. It also requires working closely with the High Commissioner, their Personal Assistant and Residence Manager to deliver the given activities in a timely manner and to a high standard. The job holder will coordinate arrangements for checking in guests at large events.
S/he will also be required to regularly work flexible hours to cover evening receptions. Time off in lieu or flexible working hours can be used in these instances. The job holder will have direct contact with a wide range of external guests and as such should have a good understanding of customer service. The job holder needs to be able to work well with others and have the ability to engage politely and effectively with the High Commissioner’s and the High Commission’s high-level contacts.
We are seeking someone who will bring an enthusiastic, energetic and creative approach to this role
Roles and Responsibilities:
Social Secretary: (70%)
- Planning all events at the High Commissioner’s Residence including: drawing up guest lists, sending invitations, taking responses, following up on non-responders, creating seating plans
- Proactively co-ordinate and develop guest lists and programmes for events at the Residence, ensuring adequate timelines for preparation.
- Managing the guest list and check-in of events at the Residence by coordinating with the Residence Manager, SRO, Security and supporting team members. Identifying and coordinating staff to manage the check-in and welcome of guests at larger receptions.
- Ensure BHC wide events are coordinated, maintain oversight of events forward look including communicating this to the BHC’s leadership. Work directly with the High Commissioner’s Private Office to ensure efficient planning of the Residence’s forward schedule of events and provide assistance/guidance as needed. Work with the two Deputy High Commissioner’s PAs to ensure that events are deconflicted and hosted by the most appropriate person (the HC or a DHC).
- Ensure the High Commissioner has what they need for the event, including running orders and timings for events and speeches. Ensure papers are printed and supplied to the High Commissioner in a timely fashion.
- Brief the Internal Communications team on upcoming events to ensure appropriate media coverage where appropriate.
- Maintain the BHC’s contacts database to ensure all contacts are kept up to date and full, accurate details are held.
- Maintain records of guests invited to different events. This will involve advising the High Commissioner and section leads on the feasibility of proposed events, provide guidance on preparation of guest lists and programmes and deconflicting guest lists where there are events close together.
- Proactively propose events that align with the UK-Kenya Country Business Plan, the BHC’s soft power agenda and Strategic Partnership objectives.
Corporate: (10%)
- Lead on the guest list and invitations of the annual King’s Birthday Party (KBP) celebration; the High Commissions’ biggest annual event. This includes co-ordinating the KPB committee, managing the collation of the guest list, managing the invitations and guests’ check-in.
- Manage, build up and monitor the contact list of Government officials, keep track of movement in rank, office in government sectors, build on corporate contacts, heads of mission and diplomatic contacts, social contacts and other key stakeholders relevant to achieving the UK-Kenya objectives.
Other duties: (20%)
- Assist the Personal Assistant to High Commissioner to manage correspondence e.g. sending out standard letters of reply for requests for donations and scholarships.
- Cultivate and maintain good working relationships and networks of contacts in government, other diplomatic missions and private sectors.
- Coordinate invitations and guest lists for other large scale BHC events and receptions as necessary.
- Provide leave cover for the High Commissioner’s Personal Assistant.
- Other corporate duties as required.
Essential qualifications, skills and experience
- Excellent customer service skills
- The ability to work independently and to react to situations, which may arise without close supervision.
- Excellent computer skills (Word, Excel, Teams and Internet).
- Must have high level of interpersonal skills to handle sensitive and confidential situations. This position requires poise, tact, diplomacy and discretion.
- Strong communication skills, both written and oral are required. Must be able to interact and communicate with individuals at all levels, clearly and confidently.
- The ability to develop and use effectively a personal network.
- Must be able to work in a fast-paced environment with demonstrated ability to handle the pressure of juggling multiple competing tasks and demands.
- Experience of working with cross-functional teams
- Good judgement and strategic awareness
- Flexible, adaptable and pro-active with good problem solving and organisational skills
- Ability to work confidently with senior management and people from diverse backgrounds.
Application deadline
14 June 2023Grade
Administrative Officer (AO)Type of Position
PermanentRegion
AfricaCountry/Territory
KenyaLocation (City)
NairobiType of Post
British High CommissionSalary
KES 176,881.35Start Date
1 August 2023Other benefits and conditions of employment
Learning and development opportunities:
The British High Commission provides in-house training courses through the year. The successful candidate will have the opportunity to develop core and transferable skills through both formal and informal learning and development opportunities.
Working patterns:
Normal working hours are 36.25 per week: Monday – Thursday 7:15am – 4:00pm, Friday 7:45am – 1:00pmBritish High Commission Nairobi supports and promotes flexible working as a crucial part of our inclusive offering. This particular role allows for some flexibility in start and end times, working compressed hours, working remotely on one or a couple of days in a week subject to agreement with the High Commissioner.
This role requires flexibility due to the need to work outside of conditioned hours e.g. during Ministerial visits and HC evening events. TOIL must be pre-agreed with the line manager and should be taken promptly.
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