Executive Assistant to the Head of Mission and Deputy Head of Mission Somalia at British High Commission Nairobi

Main purpose of job:

• To provide administrative and logistical support to the Ambassador (HMA) and Deputy Head of Mission (DHM) Somalia across the full range of PA functions such as managing diaries, booking appointments and arranging logistics, maintaining up-to-date contact lists, and providing an interface between HMA/DHM and the rest of the Somalia Network
• To provide office support functions to the wider mission, including organisation and logistics for official visits and events, at the British Embassy in Mogadishu (BEM)
• To help coordinate the Chevening Somalia/Somaliland programme, including marketing, arranging and conducting interviews, and maintaining and managing the alumni network
• To line manage the Somalia Network driver based in Nairobi, managing the driver’s programme including prioritising and deconflicting where necessary, and ensuring health and safety standards are fully respected and that the driver’s training and mandatory checks are up to date
• The role will be based at the British High Commission (BHC) in Nairobi, reporting to HMA Mogadishu, with frequent travel to BEM

The skills we’re looking for:

• Excellent organisational skills to ensure the HMA/DHM’s time is used effectively, their programmes run smoothly, and that visits and events are professionally managed.
• Excellent IT skills (including working knowledge of MS office packages such as excel, word, PowerPoint etc)
• Proven ability to prioritise effectively and respond flexibly in the face of multiple demands, and to deliver to a high standard and on time under pressure
• Excellent communication and interpersonal skills, both with internal and external stakeholders
• The ability to identify and apply new systems as required, including to ensure smarter ways of working for the network
• Knowledge of Somali culture and Somali language skills are highly desirable, though not essential

The person we’re looking for:

• They will be confident, able to take the initiative and work independently
• They will be collaborative, collegiate and a strong team player
• They will build strong networks of both internal and external stakeholders
• They will be responsive, diligent and highly organised.
• They will have a strong eye for detail (events planning, guest lists etc).
• You should also expect frequent travel to Somalia, and occasional travel to the UK.

Roles and responsibilities:

• Provide administrative support to HMA and DHM across the full range of PA functions e.g. managing diaries; booking internal and external appointments and logistical arrangements; drafting and responding to correspondence and invitations and ensuring clear and accessible filing/records; maintaining up-to-date contact lists e.g. for the diplomatic community
• Arrange logistics for HMA and DHM when travelling in and out of Mogadishu e.g. booking flights/hotels and transport
• Provide an interface between HMA and the rest of the Embassy e.g. highlighting diary opportunities; ensuring that briefing is in hand in advance of meetings; communicating HMA travel arrangements to staff

Events and visits support:

• Maintain up-to-date contacts lists and coordinate guest lists for official events at BEM
• Work with the Corporate Services Team to ensure sufficient and suitable entertainment supplies to support official representational events
• Work with the British Embassy Mogadishu life support contractor to support the organisation of large formal events e.g. Ministerial dinners (layout; menus etc.)

Chevening:

• Work with colleagues leading on Communications in BHC Nairobi, BEM and British Office Hargeisa on Chevening outreach and marketing
• Help to maintain and manage the alumni network including up-to-date contacts lists
• Help to coordinate and conduct Chevening interviews, liaising with scholars and the Chevening Secretariat

Resource Management:

• Advise Corporate Services colleagues on the entertainment/travel budget elements of the local budget. Provide accurate forecasting of duty travel plans and entertainment spend for official events hosted by HMA/ DHM
• Work with Corporate Services colleagues to ensure official entertainment supplies are available for representational events hosted by HMA/ DHM
• Make official purchases using the Government Procurement Card (GPC) and ensure all expenditure accounted for in line with guidelines

Corporate:

• Act as an interface for BEM staff travelling through BHC Nairobi e.g. helping set up meetings/ arranging transport; arranging induction meetings including security briefings
• Helping to coordinate and support Somalia Network Away Days and other events/meetings
• Contribute to updates of the Somalia Network Induction Pack and BEM Post Report
• Contribute to the corporate agenda at BEM / BHC Nairobi e.g. by supporting the annual People Survey and participating in committees
• Maintain and update the official Gift Register 2 x a year in line with audit requirement, arranging regular review and sign off by DHM

Line Management:

• Manage the Somalia Network driver based in Nairobi, ensuring that overtime is kept to a minimum and health and safety standards are fully respected e.g. with regard to number of driving hours. Manage the driver’s programme, prioritising and de conflicting where necessary. Ensure that the driver’s training and mandatory medical checks are up to date

Essential qualifications, skills and experience  

• Excellent organisational and IT skills (including working knowledge of MS office packages excel; word, PowerPoint etc)
• Excellent interpersonal skills and a strong team player
• Strong experience/knowledge of the UK and its institutions
• Event delivery/management experience
• The ability to respond flexibly to competing demands, often at short notice (including visits to Mogadishu)
• The ability to rigorously prioritise and identify and apply new systems as required, including to ensure smarter ways of working for the mission
• Experience of working in a fast paced high pressure environment
• Discretion and confidentiality
• A good eye for detail (events planning; guest lists etc)
• Knowledge of Somali culture and Somali language skills are highly desirable, though not essential
• Willingness to attend SAFE+ course to enable travel to Mogadishu