Personal Assistant/Social Secretary at Gap Recruitment Services Limited

Job Purpose: Our client the Embassy of Sweden seeks to recruit an experienced Personal Assistant/Social Secretary to the Ambassador, with a strong background in managing agendas as well as booking, planning and organising meetings. The position will also support events, 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

• Booking appointments for the Ambassador and managing the Ambassadors calendar
• Managing the administration around the Ambassadors representation and administration
• Liaises with the Ambassador and the Deputy Head of Mission about events and meetings and making follow-ups
• Manages contacts lists of the Embassy's partners within government, the diplomatic corps and the private sector
• Provides support on protocol matters (such as note verbals and permits)
• Collaborates with the Events and Travel administrator in the planning, organisation and execution of events hosted by the Ambassador and the Political Section
• Liaises with the Ambassadors Driver as well as the Residence about meetings and logistics
• Works with the Administrative Section of the Embassy to ensure compliance with financial rules and regulations, as well as timely payment of contractors
• Replaces the Events and Travel administrator as needed
• Performs other tasks as required by the Section

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

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

• Degree/diploma in administration or other field related to the post
• Minimum (5) five years of experience in administrative work.
• Experience from working as 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
• 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 etc.

What to expect as an employee;

• Medical Insurance + Pension benefits
• 28 days of annual leave
• Gym allowance
• Competitive remuneration