FCDO: Executive Assistant to the Ambassador AO (06/25 KSH) – Kinshasa

Main Purpose of the Role

This is a dynamic and high-profile role at the heart of the British Embassy Kinshasa. The Executive Assistant (EA) to the Head of Mission (HoM) provides essential administrative and strategic support, ensuring the smooth running of the ambassador’s office. The EA will work closely with the Deputy Head of Mission, the Development Director and other senior stakeholders, managing a busy diary, coordinating briefings, and supporting internal and external engagements.

Roles and responsibilities

• Diary and Meeting Management
• Proactively manage the HMA’s calendar, ensuring optimal scheduling of internal and external meetings, events, and travel.
• Ensure timely communication of changes and updates to all stakeholders.
• Coordinate and prepare briefing materials, speeches, and background notes for HMA engagements.
• Administrative and Logistical Support
• Organise travel arrangements, including flights, accommodation, and itineraries.
• Support the planning and delivery for internal and external events hosted by the HMA at the Embassy, including receptions at the Residence and lead on logistical arrangements.
• Maintain accurate records and ensure the office is well-stocked and organised.
• Support the HMA office in managing internal processes and ensuring consistency in communications and documentation.
• Represent the HMA’s office in meetings and working groups, taking minutes and following up on actions.
• Stakeholder Engagement
• Liaise with internal teams and external partners to ensure effective communication.
• Act as gatekeeper and first point of contact for the HMA, managing correspondence and calls with discretion and handling sensitive matters with confidentiality and professionalism.
• Support the planning and delivery of high-level visits (e.g. Ministerial delegation, VVIPs), including programme design, logistics, and stakeholder liaison.
• Cross-Embassy Collaboration
• Work flexibly across Embassy teams, especially during VIP visits or crisis situations.
• Build and maintain strong relationships with internal teams, external partners, and senior stakeholders.
• Coordinate with Comms and Political teams to ensure appropriate media and messaging support for events.
• Provide support to the DD and DHMA when needed.
• Contribute to Embassy-wide initiatives, including wellbeing and inclusion efforts.

• A strong team player and who has experience of building effective internal and external relationships and working well across teams.
• A clear and confident communicator (written and oral), both internal and external-facing – in French and English.  This will be tested as part of the recruitment process.
• Someone with the ability to proactively and positively take the initiative to getting things done, managing his own workload well in a fast-paced working environment.
• Someone with a flexible approach to his work in general, with experience of adapting quickly to respond to changing priorities, structures and processes and being open to offering your support across the office when needed.
• Someone with Good organisational skills, methodical and thorough and with the ability to ensure that your work is completed to tight deadlines.
• Someone with a working knowledge of all Microsoft Office suite of programmes.