Administrator at Gap Recruitment Services Limited

Job Purpose:

 Our client the Embassy of Sweden seeks to recruit an experienced administrator to the Development Cooperation Section, with a strong background in managing agendas as well as booking, planning and organising meetings. The position will also support travel planning and visits and perform other administrative and finance tasks as assigned.

Employers Background

The Embassy of Sweden in Nairobi represents Sweden in Kenya, Somalia, Seychelles and Comoros. The Embassy also represents Sweden in UNEP and UN-HABITAT. The Embassy represents and advances Swedish policies, interests and values in political and economic relations, development cooperation, trade and investment promotion and cultural and information matters. It provides consular services to Swedish nationals and migration services to non-nationals.

Key Roles & Responsibility

• Provide administrative support to the Head of Cooperation, including scheduling, correspondence, travel arrangements, and logistics.
• Support in planning and organising meetings, workshops, and events with a strong focus on details and time management.
• Manage the Head of Cooperation´s calendar, meeting agendas, and document preparation.
• Replace the receptionist as needed.
• Preparation of Sections DHL dispatch.
• Responsible for maintaining the archive in order.
• Assisting the team with travel logistics.
• Ensure high-quality, professional communication by editing and proofreading materials, managing social media presence for the Head of Cooperation and the team, and maintaining effective internal and external communication channels.
• Monitor and follow up on tasks, ensuring timelines are met.
• Perform other duties as assigned by Head of Cooperation to ensure effective operations.
• Cooperate with other administrative functions within the Embassy.

The work environment is dynamic and characterised by high tempo. Flexibility and ability to quickly adjust to change and new directives is essential.

The above tasks are performed in a team and they are often closely connected and overlapping with other staff in the Section. The work requires close cooperation with all sections at the embassy, as well as with external parties.

Skills, Qualifications & Experience

• University degree/diploma in administration or other field related to the post
• Minimum (5) five years of experience in administrative work.
• Experience from working as administrator, secretary or personal assistant. Experience from working in context of high pace and with short lead times
• Good writing skills and strong attention to detail
• Very good organisational and time management skills and commitment to on-time delivery
• Strong communication skills, dynamic and proactive approach/working methods.
• Fluent in English, both written and spoken
• Strong team working skills; understanding the need to build and maintain contacts and networks
• Punctual & Responsible
• Proficiency in basic MS Office programs: Word, Outlook, Excel, Facebook, Instagram. LinkedIn, X etc.