Job Vacancies at British High Commission

Main purpose of job:

This is an exciting opportunity to work in one of Nairobi’s biggest missions, to develop and manage the High Commissioner’s events which is essential in delivery of her core diplomacy. This will involve working closely with the High Commissioner, her PA and Residence Manager to deliver events of a high standard.

The individual will need to be extremely efficient in managing events in a high pressured environment. S/he should have the ability to prioritise work and identify and apply new systems where needed.

S/he will also be required to be flexible with their working hours and have an enthusiastic, energetic and creative personality.

Should also demonstrate skills in working well with others and the ability to engage with the High Commissioner’s high profile contacts.

Roles and responsibilities:

Main duties:

Ensure the administration of all events is carried out to the highest standard

• Liaise with the Residence Manager and various section leads of the High Commission as well as external contacts to develop plans for events to be hosted by the High Commissioner. This will also involve offering the necessary guidance on the protocol to be followed for any events that she will host. 
• Co-ordinate and develop guest lists and programmes for the HC’s events.  This will involve advising the High Commissioner and section leads on the feasibility of proposed events, provide guidance on preparation of guest lists and programmes.
• Issue invitations on behalf of the High Commissioner and manage responses.
• Prepare up to date event schedules. You will use these to update the High Commissioner on the status of upcoming events.
• Prepare and maintain records of the Head of Mission’s representational activities and events.
• Brief the Internal Communications team on upcoming events to ensure appropriate media coverage where necessary.

 Other duties:

• Back office support for HC’s office, including occasionally assisting the PA to High Commissioner to manage correspondence and the HC’s travel and other routine requests from the Cabinet team.
• Cultivate and maintain good working relationships and networks of contacts in government, other diplomatic missions and private sectors.
• Maintain an up to date database of the High Commissioner’s contacts.

Resources managed (staff and expenditure):

•  Manage the High Commissioner’s spending budget

Essential qualifications, skills and experience  

1. Strong interpersonal, communication and organisation skills
2. Proven planning/event management skills
3. Ability to prioritise and execute multiple tasks to a high standard
4. Attention to detail
5. Must be able to demonstrate their ability to use personal initiative to deliver results and meet tight deadlines
6. Ability to work with senior individuals, both internal and external to the organisation
7. Excellent IT skills (a working knowledge of Microsoft Excel and Word is essential)
8. Ability to work flexibly under minimum supervision

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Main purpose of job:

The successful candidate will be part of  the BEM Counter Terrorism team providing administrative and project support, to include monitoring project expenditure, developing and maintaining mechanisms and systems to monitor spend versus forecast and delivering value for money within an overall programme budget.

Roles and responsibilities:

Working to support the Counter Terrorism (CT) team, the successful candidate will be responsible for managing project related resources and information.  They will report to the CT Programme Officer based in Nairobi. 

Administration 50%

• Manage and coordinate logistics for project/programme related training activity, team meetings, events, visits and workshops including organising flight, transport and hotel bookings;
• Provide secretariat support to programme boards including coordinating meetings, collating and distribution of meeting papers, circulating the agenda and drafting minutes as required.
• Provide administrative support to the programme teams during compliance and programme reporting by preparing data/material needed for routine reporting to seniors and other stakeholders. Manage the programme’s calendar to ensure key programme deadlines are met.
• Liaise with colleagues in the Counter Terrorism programme team (London), East Africa Desk (CTD London) and Regional Lead to facilitate progress on issues of interest to the programme. 

Finance 40%

• Manage and monitor project expenditure and maintain financial and progress reports. Review and process expense claims and invoices for both programmes, manage the reconciliation of expenses with the forecasts, review implementing partners’ activity based budgets and provide data from FCDO accounting system and implementing partners for the monthly financial reporting requirements;
• Provide end to end support for procurement activity including fulfilling prism related responsibilities such as requisitioning, receiving, and troubleshooting invoices on hold, processing payment of supplier invoices and providing data for financial reporting requirements;
• Maintain records and information on programmes activities and expenditure;

Programme 10%

• Act as initial point of contact for project/programme related enquiries for project-related enquiries;
• Occasional travel to Mogadishu to support programme delivery with HMG partners as well as external stakeholders.

Resources managed (staff and expenditure):

The job holder will work collaboratively with the programme officer to take responsibility for the financial management of the programme budget, which is set each year. 

Essential qualifications, skills and experience  

• Experience of working in a project or programme environment particularly financial and budget management skills, strong administrative and organisation skills including working knowledge of Microsoft Excel, Word and Power Point. Able to work under minimum supervision.
• Due to the nature of the role, security clearance to OFFICIAL-SENSITIVE is a requirement.
• Desirable qualifications, skills and experience  
• Formal qualification or professional accreditation in project management would be an advantage.

Required competencies  

Making Effective Decisions, Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service