Executive Secretary (Embassy of France) – Nairobi, Kenya | Salary: KES 421,845

Executive Secretary (Embassy of France) – Nairobi, Kenya

Overview of the Embassy of France in Kenya

The Embassy of France in Kenya plays a vital role in strengthening the diplomatic ties between France and Kenya, contributing to both countries’ mutual growth and development. As a multicultural and dynamic organization, the Embassy offers an environment that fosters diversity, professional development, and high standards of service. We pride ourselves on promoting diplomatic excellence and nurturing bilateral relationships between the French and Kenyan communities.

We are looking for a highly motivated Executive Secretary to join our team in Nairobi. If you are experienced in managing executive-level responsibilities and passionate about diplomatic services, this is an exceptional opportunity to excel in a dynamic environment.

Position Overview: Executive Secretary

The Executive Secretary will be a crucial player in ensuring the smooth running of the Embassy’s daily operations. Working closely with the First Counselor and Ambassador, the successful candidate will provide high-level administrative support, manage schedules, coordinate travel arrangements, and handle sensitive diplomatic correspondence.

Key Responsibilities of the Executive Secretary

Agenda Management

• Manage and coordinate the daily schedule for the First Counselor and occasionally the Ambassador.
• Organize and communicate appointments, meetings, and events efficiently.
• Prepare all necessary documents and information for upcoming engagements, ensuring seamless execution.

Travel Coordination

• Arrange travel logistics for the Embassy’s management team, including booking flights, accommodation, and ground transportation.
• Create travel itineraries and ensure all necessary travel-related documents are prepared.
• Handle travel expense reports and liaise with relevant departments for timely reimbursements.

Reception Duties

• Serve as the first point of contact for visitors, both in person and via telephone.
• Maintain a professional reception environment that reflects the standards of the Embassy.
• Handle inquiries and direct visitors to the appropriate departments or personnel.

Meeting Preparation

• Organize work meetings, ensuring logistics such as meeting room bookings and materials are prepared.
• Take meeting minutes and ensure accurate documentation and distribution of action points.
• Assist in follow-up activities to ensure tasks discussed are completed effectively.

Diplomatic Correspondence

• Draft and prepare Notes Verbales, diplomatic correspondence, and other official documents.
• Ensure all correspondence is handled with utmost confidentiality and follows diplomatic protocols.
• Maintain an organized filing system to enable easy retrieval of documents when required.

Qualifications and Skills Required for the Role

Core Competencies:

Organizational Skills

• Exceptional ability to manage multiple tasks and prioritize effectively in a fast-paced, high-pressure environment.

Interpersonal Skills

• Strong communication skills, both written and verbal, with the ability to interact professionally with high-level officials, colleagues, and external partners.

Discretion and Confidentiality

• Ability to handle sensitive information with the utmost care, demonstrating a high level of confidentiality and discretion.

Office Automation Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software is a must.

Attention to Detail

• Demonstrated ability to produce high-quality work with a focus on accuracy and thoroughness.

About the Embassy

The Embassy of France in Kenya is a key institution in Nairobi, facilitating diplomatic relations, cultural exchange, and economic cooperation between France and Kenya. Our team is composed of professionals dedicated to enhancing these relations through a commitment to excellence in all areas of diplomacy.

We offer a unique opportunity to work in an international environment, contribute to our diplomatic mission, and engage with professionals from diverse backgrounds. The Embassy values teamwork, professionalism, and a spirit of inclusion in fostering a respectful and supportive workplace.

What We Offer

• Competitive Monthly Salary: KES 421,845, commensurate with qualifications and experience.
• International Working Environment: Gain experience in a multicultural and dynamic diplomatic setting.
• Permanent Employment Contract: Subject to a 6-month trial period.
• Professional Development Opportunities: Exposure to diplomatic operations and the chance to broaden your knowledge of international relations.

Why Join Us?

• Be part of a prestigious and globally recognized institution.
• Contribute to strengthening diplomatic ties between France and Kenya.
• Work alongside a dedicated team of professionals in a dynamic, multicultural environment.
• Benefit from career growth opportunities within a respected international organization.

Location

The role is based at the Embassy of France in Nairobi, located in the serene Peponi Gardens, off Peponi Road.

Job Terms

• Start Date: October 22, 2024
• Contract Type: Permanent, with a 6-month probationary period.
• Working Hours:
  • Monday to Thursday: 8:30 a.m. – 1:00 p.m. and 2:00 p.m. – 6:00 p.m.
  • Friday: 8:30 a.m. – 1:00 p.m.

Application Process

Interested candidates who meet the requirements are encouraged to apply. Please submit your CV and cover letter to the email below:

Apply Here: sga.nairobi-amba@diplomatie.gouv.fr

Deadline for Applications: October 1, 2024
Note: Only shortlisted candidates will be contacted for further assessment.

The Embassy of France Is an Equal Opportunity Employer

We are committed to creating an inclusive and diverse work environment. We encourage applications from candidates of all backgrounds, ensuring a fair recruitment process. No application or recruitment fees are charged.

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