Personal Assistant to Head Of Mission And Office Manager at WTS Energy

To provide administrative support to the Head of Mission and Office Manager for the Embassy

MAJOR ACTIVITIES OF THE JOB

PA Duties

• Arrange and follow up Ambassadors appointments
• Attend to all correspondence and inquiries for the Head of Mission
• Fully maintain all files and records from Ambassadors office
• Act as Liaison Person with the Kenyan Foreign Ministry
• Effectively oversee all arrangements for Embassy receptions and functions (including those planned for the Residence)
• Focal Person for all Embassy communication with Residence
• Attend to all service contracts and maintenance issues at Residence

Office Manager

• Overseeing the smooth running of the Embassy
• Maintaining and updating Embassy Transport plan
• Overseeing work of the Embassy drivers, including assignment of tasks
• Maintaining stationary stock
• Focal person for arranging flights and hotel bookings for Embassy staff
• Focal person for all logistical arrangements relating to incoming visitors and delegations
• Embassy social networking and communications focal person
• Deputising duties for Administrative Assistant in their absence
• Maintaining up to date Embassy contact list

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in a relevant field
• Four years relevant work experience
• Excellent professional and character references

KEY COMPETENCIES

• Proficiency in English and Swahili
• Public relations skills
• Communication skills
• Knowing of basic accounting and filing