Administrative Assistant at Gap Recruitment Services Limited

Job Purpose
Our client, the Embassy of Sweden, seeks to recruit to a position as an experienced administrative assistant to the Swedish Embassy, Somalia Unit.  Applicant must be fluent in English. Position requires 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.  Swedens engagement is led by the Swedish Ambassador to Somalia and is implemented by an integrated team Sweden at the Embassys 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 Embassys Somalia Unit and will have reporting duties to the Head of Cooperation for Somalia. Duty station for this position is Nairobi.

Key Roles & Responsibility

• Responsible for the teams travel preparation to Somalia. Handling airline and hotel bookings and other services relating to the teams travel schedule
• Contacts with security operators in Somalia
• Provide administrative support to the Head of Cooperation
• Provide administrative support to the Counsellor/political desk officer
• Provide administrative support to the Regional Security Advisor
• Support in planning and organizing meetings, workshops, and events both in Kenya and in Somalia
• Handling official correspondence to government agencies and other actors in Somalia
• Cooperate and coordinate with other administrative functions within the Embassy.
• Other routine administrative work
• Perform other duties as may be assigned by the Head of Cooperation and/or the Head of the Somalia unit

The above tasks are performed as part of a team. The work requires close cooperation with all sections at the embassy, as well as with external parties.

Skills, Qualifications & Experience
Degree in administration or other field related to the post. A relevant university degree is highly advantageous.

• Minimum (2) two years of experience in administrative work.
• Experience from working in an Embassy or International Organisation
• Very good organizational and time management skills and commitment to on-time delivery
• Fluent in English and Somali, 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
• 28 days of annual leave
• Fitness allowance
• Competitive remuneration