Administrative Assistant

Administrative Assistant
Company:

Brightermonday Consulting


Administrative Assistant

Details of the offer

Job Summary

The Mission is now looking to recruit an Administrative Assistant on an initial two-year contract.

Minimum Qualification:Bachelor
Experience Level:Mid level
Experience Length:3 years
Job Description

Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.

The Embassy of Ireland in Kenya reopened in 2014. Our role is to deepen bilateral political relations between Ireland and Kenya, serve the needs of Irish Citizens, strengthen trade and investment opportunities between our countries and support the strengthening of institutional partnerships that respond to the development needs of the country.

Responsibilities:

Admin
• Assist in general administrative duties as instructed by the management team.
• General clerical duties e.g. filing, photocopying, handling telephone calls, dealing with e-mails etc.
• Support administration and management of Embassy-funded programmes such as Young Scientist Kenya, micro projects, and the Embassy’s fellowship programme.
• Assisting with receptions and high level visits hosted by the Embassy, including guest lists, invitations, RSVPs, queries, etc.
• Supporting line managers and colleagues in executing their responsibilities.
• Managing logistical services as well as works carried out at the Embassy & Residence.
Communications
• Administer the organization's overall communication strategy as directed by the Ambassador and senior management team.
• Writing and distribution of content to promote the Embassy’s activities and projects.
• Draft media briefings, answer media inquiries, plan media events and press conferences.
• Liaising with the Media and acting as the media contact point for the Embassy.
• Management of the Embassy’s Social Media channels including Facebook, Twitter, Eventbrite, and regularly update Embassy’s website.
• Manage the Embassy’s generic mailbox.
ICT
• Ensuring infrastructure and ICT systems and supports are in place to facilitate the effective functioning of the Embassy Chancery and Embassy residence.
• Focal point for Information Technology and support including; word processing, spreadsheets, databases, email, internet and online systems.
Consular
• Assisting the team in delivering consular related services and providing back-up support for the Embassy’s Consular Officer
• Dealing with the public/customers e.g. responding to queries and providing information.

Essential requirements candidates must be able to demonstrate:
• Flexibility and good team working.
• Self-motivation and a capacity for creative thinking.
• Excellent communication, writing and reporting skills.
• Previous experience in a similar role.
• Excellent ICT skills
• Highly organised with strong administrative skills.
• A good understanding of the role of the Department of Foreign Affairs and Trade;
• Excellent interpersonal and networking skills;
• Computer literacy and information management skills.
• The successful candidate must have a legal entitlement to live and work in Kenya prior to recruitment.

Desirable requirements:
• Strong knowledge of international affairs and experience of working in an international environment;
• Degree level qualification.

Terms and conditions of employment:
• The successful candidate must have a legal entitlement to live and work in Kenya prior to recruitment.
• Terms and conditions of employment will be similar to those on offer to other local staff recruited at the Embassy.
• Competitive Salary.
• The candidate will be employed on a two-year contract, which may be renewed subject to a successful performance review. There will be an initial probationary period of 6 months.
Selection Process:
• Depending on the number of applications received, a short-listing of candidates to be called for interview may be undertaken based on the Essential/Key Requirements above.
• It is planned that interviews will be held by end of March

General Data Protection Regulation:
All personal information received will be kept in line with GDPR guidelines.

Security Clearance for Local Staff
Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful this information will be destroyed. If the applicant subsequently comes under consideration for another position they will be required to supply this information again.

Please note that canvassing will disqualify applicants.

The Embassy of Ireland in Nairobi is committed to a policy of Equal Opportunity.
Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.

The Embassy of Ireland in Kenya reopened in 2014. Our role is to deepen bilateral political relations between Ireland and Kenya, serve the needs of Irish Citizens, strengthen trade and investment opportunities between our countries and support the strengthening of institutional partnerships that respond to the development needs of the country.

Responsibilities:

Admin
• Assist in general administrative duties as instructed by the management team.
• General clerical duties e.g. filing, photocopying, handling telephone calls, dealing with e-mails etc.
• Support administration and management of Embassy-funded programmes such as Young Scientist Kenya, micro projects, and the Embassy’s fellowship programme.
• Assisting with receptions and high level visits hosted by the Embassy, including guest lists, invitations, RSVPs, queries, etc.
• Supporting line managers and colleagues in executing their responsibilities.
• Managing logistical services as well as works carried out at the Embassy & Residence.
Communications
• Administer the organization's overall communication strategy as directed by the Ambassador and senior management team.
• Writing and distribution of content to promote the Embassy’s activities and projects.
• Draft media briefings, answer media inquiries, plan media events and press conferences.
• Liaising with the Media and acting as the media contact point for the Embassy.
• Management of the Embassy’s Social Media channels including Facebook, Twitter, Eventbrite, and regularly update Embassy’s website.
• Manage the Embassy’s generic mailbox.
ICT
• Ensuring infrastructure and ICT systems and supports are in place to facilitate the effective functioning of the Embassy Chancery and Embassy residence.
• Focal point for Information Technology and support including; word processing, spreadsheets, databases, email, internet and online systems.
Consular
• Assisting the team in delivering consular related services and providing back-up support for the Embassy’s Consular Officer
• Dealing with the public/customers e.g. responding to queries and providing information.

Essential requirements candidates must be able to demonstrate:
• Flexibility and good team working.
• Self-motivation and a capacity for creative thinking.
• Excellent communication, writing and reporting skills.
• Previous experience in a similar role.
• Excellent ICT skills
• Highly organised with strong administrative skills.
• A good understanding of the role of the Department of Foreign Affairs and Trade;
• Excellent interpersonal and networking skills;
• Computer literacy and information management skills.
• The successful candidate must have a legal entitlement to live and work in Kenya prior to recruitment.

Desirable requirements:
• Strong knowledge of international affairs and experience of working in an international environment;
• Degree level qualification.

Terms and conditions of employment:
• The successful candidate must have a legal entitlement to live and work in Kenya prior to recruitment.
• Terms and conditions of employment will be similar to those on offer to other local staff recruited at the Embassy.
• Competitive Salary.
• The candidate will be employed on a two-year contract, which may be renewed subject to a successful performance review. There will be an initial probationary period of 6 months.
Selection Process:
• Depending on the number of applications received, a short-listing of candidates to be called for interview may be undertaken based on the Essential/Key Requirements above.
• It is planned that interviews will be held by end of March

General Data Protection Regulation:
All personal information received will be kept in line with GDPR guidelines.

Security Clearance for Local Staff
Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful this information will be destroyed. If the applicant subsequently comes under consideration for another position they will be required to supply this information again.

Please note that canvassing will disqualify applicants.

The Embassy of Ireland in Nairobi is committed to a policy of Equal Opportunity.


Source: Brightermonday_Co


Area:

  • Other Jobs / Other Jobs - Crafts

Requirements


Knowledges:

  • Internet
  • Internet
  • Tax Law

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