Vacancies at Embassy of Ireland, Kenya -DFA

Roles and Responsibilities:

The precise range of duties will vary over time according to the needs of the Embassy, but will include the following:

Consular Services Delivery and Monitoring

• Taking receipt of and processing visa applications for travel to Ireland, and liaising with Headquarters in Ireland, including the Department of Foreign Affairs and the Department of Justice on any issues;
• Taking receipt of and processing applications for passports, Foreign Birth Registrations, emergency travel documents, and other consular services as required;
• Assisting the diplomatic staff at the Embassy in providing consular assistance to Irish citizens and their families;

Records and Database Management

• Maintaining quality consular records in accordance with organisational policies;
• Compiling, editing and submitting reports on consular activities as required by the Embassy and/or Department of Foreign Affairs;
• Maintaining a sufficient stock of visa stickers, passport forms and other necessary documentation, at all times;

Travel advice and security developments

• Remaining abreast of security developments and other issues of relevance to the Embassy’s consular and travel advice in relation to our countries of accreditation, and ensuring that the
• Embassy’s website and travel advice remains up to date.

Support functions

• Other duties as required from time to time and directed by the Ambassador and other diplomatic staff at the Embassy.
• There will be a requirement for some “on-call” work outside of regular office hours.

Essential Requirements candidates must be able to demonstrate:

• Candidates must have a degree, preferably in disciplines such as:
  • Business or Public Administration
  • Office Management
  • Social Sciences
• Candidates must have a minimum of 5 (five) years’ professional experience in a customer facing role;
• Candidates must have previous experience in consular services provision and/or general office administration;
• The candidate must demonstrate using work-based examples of excellent interpersonal skills, being persuasive, working in a team but also dealing effectively with people in external organisations;
• The candidate must provide evidence of flexibility, efficiency and effectiveness showing
• strong organizational skills and excellent attention to detail;
• The candidate must be able to work under pressure and to manage multiple tasks, prioritising based on importance and urgency;
• The candidate must have strong analysis and judgement, and be able to present clear conclusions or recommendations from analysis of different sources and types of information;
• The candidate should provide examples of being solutions-oriented, and committed to delivering results, including by adapting approach if necessary;
• The candidate must be fully bilingual in English and Kiswahili (language test may be included as part of the shortlisting process);
• The candidate must demonstrate using examples, their working knowledge of Microsoft Office Suite (Outlook, Word, Excel);
• The candidate must demonstrate integrity and honesty, including through provision of relevant references from current or recent line managers.
• A current police clearance certificate must be provided.
• All applicants must have a permanent legal right to reside and work in Kenya.

Desirable Skills and Experience:

• A good understanding of the role of the Department of Foreign Affairs of Ireland and the Embassy of Ireland in Kenya;
• The successful applicant will work alongside other employees of the Embassy, and will report directly to the Second Secretary at the Mission. Previous experience in a diplomatic mission is desirable;
• Further third level qualifications are an advantage, particularly in the areas of Business Administration of a field relevant to the work of the Embassy.

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The Embassy is seeking to recruit a Communications and Public Outreach Officer to join its team in the Embassy. The Communications and Public Outreach Officer will work as part of the Embassy team across the political, development, community engagement and trade portfolios to deliver strategic and engaging communications content on behalf of the Embassy, support public outreach and provide informed political tracking.

The Communications and Public Outreach Officer will report to the Deputy Head of Mission at the Embassy of Ireland. The role will engage regularly with the Ambassador and all other staff at the Embassy to ensure a whole of embassy approach, and actively engage with stakeholders across the Department as well as the countries of accreditation.

The primary duties and responsibilities of this post are:

• Create communications content, including press releases, speeches, social media posts, and website material to promote the Embassy’s work;
• Support the design and coordination of public-facing events (in person and online) and public outreach initiatives to boost the visibility of the Embassy and its strategic objectives; and
• Undertake media and political monitoring across the countries of Embassy accreditation, and leverage and enhance robust networks within the Government, media and civil society to deliver trusted tracking of political issues that support overall Embassy engagement (including mission strategy planning and annual business planning).

Other key elements of this role include:

Communications

• Develop and lead the implementation of an Embassy Communication Plan to guide engagement over the medium-term, including management of public-facing platforms;
• Create strategic and engaging communications content on behalf of the Embassy, including writing press releases, speeches, social media posts, and website material to promote the
• Embassy’s work across our countries of accreditation. Organise and support key staff in media interviews and public engagement;
• Contribute to the Mission’s reporting and accountability requirements and communicate the Embassy’s work as appropriate to all relevant internal and external stakeholders, including through the use of social media and case studies, ensuring that the material is user-friendly and
• engaging;
• Develop and maintain productive and strategic relationships with influencers and journalists across diverse types of media outlets; create and manage media opportunities in order to promote Ireland’s work and values; and
• Organise and participate in field visits to contribute to learning and communications.

Public Outreach

• Support the design and delivery of public outreach events that build and maintain Ireland’s reputation and highlight Ireland’s strategic objectives in the region including the work of partners and stakeholders;
• Monitor and analyse public opinion and legislative developments that may impact the organisation's operations or public image; and
• Contribute to the planning/delivery of Ministerial and other high level visits to Kenya which cover all aspects of Embassy strategic priorities.

Media/political monitoring

• Consistently monitor media outlets in the region and provide senior management team with summarised briefings and analysis. Monitor engagement with the Embassy’s social and traditional media, as well as other key embassies, and develop opportunities for building our visibility and impact; and
• Monitor and report on political developments in the region and the Embassy’s countries of accreditation as requested by the senior management team.

General

• Develop and maintain a wide range of relationships across countries of accreditation;
• Represent the Embassy in meetings of relevant sector working groups and coordination structures (e.g. EU Press Officers) and provide timely and trusted reporting ensuring that Ireland’s policy priorities are effectively promoted; and
• Build effective working relationships with relevant colleagues across the Department of Foreign Affairs of Ireland (HQ and missions) to ensure consistency with Irish Aid policies and strategies and to exploit cross-learning opportunities.
• Carry out additional responsibilities that may be assigned by line management from time to time.

Essential Requirements candidates must be able to demonstrate:

• Relevant BA/BSc and post-graduate qualification;
• Fluency in spoken and written English language essential, proficiency in spoken and written
• Kiswahili highly desirable;
• Minimum of five years relevant professional experience;
• Excellent interpersonal, communication and presentation skills and experience with using social media for professional communication;
• Good knowledge and understanding of the Kenyan media landscape;
• Strong analytical and conceptual skills and the ability to think and plan strategically;
• Strong skills and experience in project management and to plan, manage and deliver results
• Ability to network effectively, work in teams and influence decisions;
• Resourceful and results-orientated, candidates should be able to demonstrate an ability to problem-solve working both independently and as a team member;
• High degree of integrity and trust;
• Proficient with MS Office Suite including Word, Excel, Outlook and Powerpoint and social media platforms; additional IT applications would be beneficial (e.g. working with datasets);
• Candidates must be able to travel regularly in Kenya and, potentially internationally, up to 30 days/year;
• The successful candidate must have a legal entitlement to live and work in Kenya prior to recruitment.