Social Secretary to the High Commissioner at British High Commission Nairobi

Main purpose of job:

• This is an exciting opportunity to work in one of Nairobi’s biggest Foreign Missions, to develop the High Commissioner’s events programme to support the  delivery of the British High Commission’s objectives and wider diplomacy. The job holder will also be expected to coordinate major events for the High Commission.
• The individual will need to be extremely organised and efficient in preparing and managing events in a high pressured environment. S/he should have good communication skills, the ability to work closely with colleagues, have the ability to prioritise work and be able to identify, develop and apply new systems to maximise the efficiency of our events planning and delivery.
• The core aspects of this role  involve formulation of guest lists, following up on responses and managing an up-to-date contacts database as well as ensuring the High Commissioner has what they need for the event e.g. speeches, running order, working with the communications team for media coverage as appropriate. It also requires working closely with the High Commissioner, their Personal Assistant and Residence Manager to deliver the given activities in a timely manner and to a high standard. The job holder will coordinate arrangements for checking in guests at large events.

Roles and Responsibilities:

• Planning all events at the High Commissioner’s Residence including: drawing up guest lists, sending invitations, taking responses, following up on non-responders, creating seating plans
• Proactively co-ordinate and develop guest lists and programmes for events at the Residence, ensuring adequate timelines for preparation.
• Managing the guest list and check-in of events at the Residence by coordinating with the Residence Manager, SRO, Security and supporting team members. Identifying and coordinating staff to manage the check-in and welcome of guests at larger receptions.
• Ensure BHC wide events are coordinated, maintain oversight of events forward look including communicating this to the BHC’s leadership. Work directly with the High Commissioner’s Private Office to ensure efficient planning of the Residence’s forward schedule of events and provide assistance/guidance as needed. Work with the two Deputy High Commissioner’s PAs to ensure that events are deconflicted and hosted by the most appropriate person (the HC or a DHC).
• Ensure the High Commissioner has what they need for the event, including running orders and timings for events and speeches. Ensure papers are printed and supplied to the High Commissioner in a timely fashion. 
• Brief the Internal Communications team on upcoming events to ensure appropriate media coverage where appropriate

Essential qualifications, skills and experience  

• Excellent customer service skills
• The ability to work independently and to react to situations, which may arise without close supervision.
• Excellent computer skills (Word, Excel, Teams and Internet).
• Must have high level of interpersonal skills to handle sensitive and confidential situations. This position requires poise, tact, diplomacy and discretion.
• Strong communication skills, both written and oral are required.  Must be able to interact and communicate with individuals at all levels, clearly and confidently.
• The ability to develop and use effectively a personal network.
• Must be able to work in a fast-paced environment with demonstrated ability to handle the pressure of juggling multiple competing tasks and demands.
• Experience of working with cross-functional teams
• Good judgement and strategic awareness
• Flexible, adaptable and pro-active with good problem solving and organisational skills
• Ability to work confidently with senior management and people from diverse backgrounds.