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- Secretary/Administration Assistant -Head of Chancery Office
The Secretary/Administrative Assistant shall under the direction and control of the Head of Chancery with coordination of the Confidential Secretary perform the following duties and responsibilities:-
a) Assist and compliment administrative duties at the office of the High Commissioner.
b) Maintain Head of Chancery diary including scheduling appointments and meeting.
c) Type correspondences and reports for the Head of Chancery and any other officer.
d) Handle, manage and distribute the Head of Chancery mail and communications.
e) Answer telephone calls and other inquiries from electronic communication directed to the Head of Chancery
f) Receive visitors for Head of Chancery and extend courtesies including refreshments.
g) Assist in organisation of events and programs for the Head of Chancery.
h) Assist process duty waiver for eligible purchases by the Mission using Foreign Office clearance – C426 issued by Foreign and Commonwealth Office (FCO)
i) Assist process notification and applications forms and other documents for arrival and departure of officers, diplomatic cards, diplomatic driving permit, Airport ID pass, certificate of sponsorship and any other related document.
j) Perform any other duties as directed by the Head of Mission or any responsible officer.
QUALIFICATIONS
1. KCSE grade C or its Equivalent in GCSE.
2. High grades in English, business, IT or information science may be beneficial.
3. Office or administrative work experience;
4. Any secretarial training
KEY SKILLS
1. Good communication, customer service and relationship-building skills,
2. Organisation and time management skills, Attention to detail, Negotiation skills, assertiveness, Flexibility
3. Tact, discretion and diplomacy.
4. The ability to be proactive and use your initiative:
5. The ability to use standard software package (eg Microsoft Office) and to learn bespoke packages if required.
OTHER KEY SKILLS
Typewriting, Shorthand (optional), Data Processing, Computer application, Office Practice, Secretarial duties, Commerce and Business English.
- Secretary – Defence Section
The Secretary shall under the direction and control of the Defence Adviser with the guidance of the Confidential Secretary perform the following duties and responsibilities:-
a) Maintain Defence attaché diary including scheduling appointments and meetings.
b) Type correspondences and reports for the Defence attaché
c) Handle, manage and distribute the Defence attaché and communications.
d) Answer telephone calls and other inquiries from electronic communication directed to the Defence attaché
e) Receive visitors for Defence Attaché and extend courtesies including refreshments.
f) Assist in organisation of events and programs for the Defence Attaché
g) Perform all secretarial, administrative and clerical duties at the Defence Attaché office.
h) Ensure effective flow of information and communication between the Defence Attaché office and stakeholders.
i) Management of the Defence Section Filing system.
j) Manage Defence Attaché travel arrangements including Air tickets, visas, and hotel reservations.
k) Coordinate the application of visas and travel arrangement of the KMOD Officers and Service Members of training in UK and Accredited countries.
l) Coordinate the Protocols at the Defence attaché’s office to include reception escort and signing in by Defence section visitors.
m) Coordinate and assist in planning for International Families and Cultural Day exhibitions in collaboration with the KMOD students at Royal College of Defence Studies (RCDS), Royal Military Academy Sandhurst (RMAS), Advance Command and Staff College (ACSC)
n) Perform any other duties as directed by the Head of Mission or any responsible officer.
QUALIFICATIONS
1) A minimum KCSE C/Equivalent GCSE.
2) High grades in English, business, IT or information science may be beneficial.
3) Office or administrative work experience;
4) Any secretarial training
KEY SKILLS
1) Good communication, customer service and relationship-building skills,
2) Organisation and time management skills, attention to detail, negotiation skills, assertiveness, flexibility
3) Tact, discretion and diplomacy.
4) The ability to be proactive and use your initiative:
5) The ability to use standard software package (eg Microsoft Office) and to learn bespoke packages if required.
Other Key Skills
· Typewriting, Shorthand (optional), Data Processing, Computer application, Office Practice, Secretarial duties, Commerce and Business English.
- Secretary – Immigration section
The Secretary shall under the direction and control of the Immigration Attache with the guidance of the Confidential Secretary perform the following duties and responsibilities:-
a) Attending to phone calls and responding to enquiries on all consular functions;
b) Typing letters and reports and dispatching to the respective recipients;
c) Management of correspondence to and from Ministries, Departments and Agencies headquarter, Nairobi via letters and emails;
d) Management of correspondence to and from clients via letters and emails;
e) Management of sectional office files and filing systems;
f) Management and custody of the section’s office supplies e.g stationery and equipment;
g) Management of in-house communication on sectional matters;
h) Managing all mails and parcels going out by diplomatic bag;
i) Compiling East Africa Tourist Visa monthly, quarterly and annual returns and reports on need basis;
QUALIFICATIONS
1) Formal academic qualifications require a minimum KCSE C/Equivalent GCSE.
2) High grades in English, business, IT or information science may be beneficial.
3) Office or administrative work experience;
4) Any secretarial training
KEY SKILLS
1) Good communication, customer service and relationship-building skills,
2) Organisation and time management skills, Attention to detail, Negotiation skills, Assertiveness, Flexibility
3) Tact, discretion and diplomacy.
4) The ability to be proactive and use your initiative:
5) The ability to use standard software package (eg Microsoft Office) and to learn bespoke packages if required.
Other Key Skills
· Typewriting, Shorthand (optional), Data Processing, Computer application, Office Practice, Secretarial duties, Commerce and Business English
HOW TO APPLY
The positions are for a duration of twenty three (23) months, and the successful applicants will be subject to Kenya High Commission Terms and Conditions of Service, as well as applicable UK laws and regulations.
Full information for each post, job description and required qualification are attached herewith.
Applicants should submit letter of application indicating post applied for and attach curriculum vitae, copies of academic and professional certificates, proof of residency and permission to undertake employment in United Kingdom and any other relevant testimonials to:
Kenya High Commission
45 Portland Place,
LONDON W1B IAS
and send scanned copies to: info@kenyahighcom.org.uk
Applications should reach the Kenya High Commission on or before 18th December, 2020 latest 12:00pm GMT.
Only shortlisted candidates will be contacted for interview during, which they will be required to produce original academic and professional certificates, proof of residency and permission to undertake employment in United Kingdom.
Successful candidates are expected to start working by 2nd January, 2021.
https://www.kenyahighcom.org.uk/news/advertisement-of-job-vacancies
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