Temporary Administrative Assistant at Gap Recruitment Services Limited

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 Units travel 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