Job Category: Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory: Reception
Grade
Administrative Assistant (AA)
Type of Position
Permanent
Working hours per week
36.25
Start Date
1 November 2023
Main purpose of job:
The job holder will have to ensure efficient running of the Front Office, handling all telephone calls and customer enquiries in a prompt and professional manner and undertake administrative duties for the Transport Section
Roles and responsibilities
- Undertaking switchboard duties,-management of the answering machine to ensure a 24/7response after hours, at weekends and holidays.
- Attending to visitors at Reception and controlling entry to the East Wing through the secure access system.
- Handling all incoming BHC emails through the Nairobi Enquiries inbox
- Manage transport team petty cash/advance system.
- Record keeping-filing both electronic and paper
- Assist in management of transport booking and preparation of daily transport programme in consultation with the Transport Planner
- Undertakes procurement duties- requisitioning & receiving responsibilities for Transport Section
- Administration of billing and payment of shuttle services & private hire of official vehicles services for the section
- Assist in processing of taxi invoices. Performs pre-audit of taxi vouchers before forwarding for payment
- Undertake other administrative duties as assigned by the Transport Manager, Corporate Services Director and Deputy Director Corporate Services.
Essential qualifications, skills and experience
- Minimum of 2 years experience on a similar role or administrative role.
- Excellent IT & communication skills
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Desirable qualifications, skills and experience
- Experience of reception/switchboard activities, business related degree.
Required behaviours
Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
Other benefits and conditions of employment
The Foreign and Commonwealth Office offers all its employees the opportunity to pursue a City and Guilds Diploma through the Diplomatic Academy.
The Regional Learning and Development Team visit Nairobi regularly to provide training courses to further personal development
Application Guidelines
Application deadline
22 August 2023
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.
Additional information
- Please complete the application form in full as the information provided is used during screening.
- Please check your application carefully before you submit, as no changes can be made once submitted.
- The British High Commission will never request any payment or fees to apply for a position.
- Employees recruited locally by the British High Commission in Nairobi are subject to Terms and Conditions of Service according to local employment law in Kenya.
- It is essential that the applicants already have the right to live and work in Kenya without the need to apply for a work permit.
- Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
- Information about the Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles. Please note: AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Reference checking and security clearances will be conducted on successful candidates.
- Please log into your profile on the application system on a regular basis to review the status of your application.
