In this role, you will be integral to supporting the execution of the High Commission’s diplomatic and operational functions. Being an experienced self-starter, you will provide administrative support for the Mission’s policy research, political monitoring, office management and protocolary engagements with Kenya and other states in the High Commission’s jurisdiction. Additionally, you will support the Mission in the functional areas of public relations, events and promotions and financial management.
The ideal candidate has keen attention to detail, a commitment to results, and is able to juggle and close on multiple responsibilities with minimal supervision. You will be a quick learner, able to grasp and execute new and specialised skills after brief training and induction.
Responsibilities
Finance and office management, under the direct supervision of the Head of Chancery and Financial Attaché (40%):
- Assisting with the processing of invoices and payments for the High Commission’s vendors
- Preparation of month-end bank reconciliation report
- Maintaining a register of contracts, leases and vendors engaged by the High Commission
- Maintaining a register of all assets owned and procured by the High Commission
- Indexing and management of the High Commission’s digital file registry
- Responding to, or escalating, all incoming communication to the High Commission
- Processing statutory payments to NSSF and other state agencies as may be required
Policy & Public Diplomacy (35%):
- Supporting the High Commission’s policy positions with local context and political insights gleaned through desk and primary research
- Attending meetings with diplomatic staff to record, and ensure follow-up on, agreed meeting outcomes
- Networking laterally with administrative counterparts at other foreign missions
- Supporting the planning and execution of events, trade shows and media audiences for the High Commission
- Supporting the High Commission’s community engagement activities, public relations strategies and advocacy
- Managing the High Commission’s social media platforms
- Monitoring host country and United Nations process notifications to diarise and/or escalate to diplomatic staff
- Supporting the promotion of Barbados’ products and services, including tourism, investment and export opportunities
Protocol, Public Relations & Events (25%):
- Processing diplomatic privileges on the Integrated Protocol Management System (IPMIS)
- Interfacing with the Ministry of Foreign & Diaspora Affairs and other state agencies involved in privileges applications
- Receiving and responding to diplomatic communication between the High Commission, foreign missions and international organisations
- Arranging arrival and departure courtesies, as well as in-country logistical arrangements, for visiting VIPs
- Maintaining the High Commission’s register of key contacts, including business leaders, media workers, influencers, high-net-worth individuals and government officials
Essential qualifications
- A degree or equivalent training in International Relations, Development Studies, Business Studies, Marketing, Communication or a related field and no less than two years of working experience, or no less than three years of working experience in these functional areas
- Experience in accounting and/or financial reporting
- Strong initiative and follow through with the capacity to think creatively and strategically, with minimal supervision
- Excellent numeracy, verbal and written communication skills
- Fluency in English and Kiswahili
- Excellent interpersonal and negotiation skills
- Ability to multi-task competing assignments, plan work and deliver outcomes effectively within agreed timelines
- Keen understanding of county and national politics, foreign and EAC relations and political currencies in Kenya
- An understanding of diplomatic privileges and immunities
- Competency in MS Office applications
- Kenyan citizenship or valid work authorisation
- Valid passport or EAC travel document
- Valid driver’s license and clean driving record
Highly desirable qualifications
- Experience in a similar role in a foreign mission or the United Nations System
- Experience with the Integrated Protocol Management System (IPMIS)
- Dynamic public speaking skills
- Event management skills
- Supervisory or office management experience
Remuneration
An exceptional compensation package, inclusive of comprehensive international health insurance for staff and dependents, as well as 15 days of annual leave.
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