Temporary Administrative Assistant/Social Secretary - Nairobi, Kenya - GAP RECRUITMENT SERVICES LIMITED

Description

Job Title: Temporary Administrative Assistant/Social Secretary

Reporting to: Swedish Ambassador to Somalia

Department: Embassy's Somalia Unit

Number of positions: 1 Temporary position

Gross Salary Range: Competitive

Job Location: Nairobi, Kenya

Placement: 15 June -15 December 2024

Job Purpose: Our client the Embassy of Sweden seeks to recruit a temporary short-term position, an experienced Administrative Assistant to the Swedish Ambassador to Somalia. The applicant must be fluent in English and have a strong background in administrative work, organising events and managing calendars. The position will also support travel logistics and visits and perform other administrative tasks as assigned.

Employers Background

Sweden has been active in Somalia for over 20 years. Sweden's engagement is led by the Swedish Ambassador to Somalia and is implemented by an integrated team Sweden at the Embassy's Somalia Unit.

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.

Reporting:

The Qualified Administrative Assistant will be part of the Embassy's Somalia Unit and will have reporting duties to the Ambassador to Somalia. Duty station for this position is in Nairobi.

Key Roles & Responsibility

• Booking appointments for the Ambassador
• Liaises with the Ambassador about events and meetings and making follow-ups
• Manages guest lists and maintains contacts with other Embassies/PAS
• Creating and Updating Diplomatic directory
• Support the Somalia Unitstravel logistics
• Provides support on protocol matters (such as note verbals and permits)
• Monitoring Somali social media and news and alert Ambassador to issues of interest to Embassy
• Performs other admin tasks as may be required by the Unit

The above tasks are performed in a team. The work requires close cooperation with all sections at the embassy, as well as with external parties. Applicant would need to be flexible in regards to working hours in order to accommodate HOM varied schedule.

Skills, Qualifications & Experience

• Degree/diploma in administration, hospitality or other field related to the post
• Minimum (5) five years of experience in administrative work.
• Experience from working in an Embassy or International Organisation
• Good drafting, writing and reporting skills with strong attention to details
• Very good organizational 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 within and outside the Embassy
• Punctual & Responsible
• Ability to work with social media
• Proficiency in basic MS Office programs: Word, Outlook, Excel etc.

What to expect as an employee;

• Medical Insurance
• Annual leave based on 28 days per year and prorated according to period of employment
• Gym allowance
• Competitive remuneration

How to Apply

Interested individuals are invited to submit a 1-page Cover Letter, a CV, anda minimum of 3 professional references to GAP Recruitment, no later than 8th May 2024. If you are not a citizen of Kenya, please attach a copy of your Kenyan work - and residence permit.

All candidates must be legally able to work and reside in Kenya with the correct visa/work permit status, or demonstrate eligibility to obtain the relevant permit. The responsibility lies on the successful candidate to 1. Obtain the relevant permit, 2. Pay fees for the permit, 3. Make arrangements to relocate & 4. Meet the costs of relocation. The Embassy of Sweden does not sponsor visas/work permits. Work permits will not be arranged by the Embassy.

The email subject should be Temporary Administrative Assistant/Social Secretary

Only shortlisted candidates will be contacted.The terms and conditions for locally employed staff apply. The employment will start with a minimum of 6 months probation.

Any form of canvassing will lead to automatic disqualification.