Main purpose of job:

This is an exciting opportunity to work in one of Nairobi’s biggest Foreign Missions, supporting the planning and delivery of events for the High Commissioner (HC), two Deputy High Commissioners’ (DHCs) and other High Commission events. The job holder will be expected to work with the Residence & Events Manager to plan and deliver a wide variety of small, medium and  major events for the High Commission.

The individual will need to be extremely organised and efficient in planning and executing events in a high pressured environment. S/he should have good communication skills, the ability to work closely with colleagues, have the ability to prioritise work, work flexibly and be able to identify, develop and apply new systems as well as apply BHC policy to ensure value for money and consistency to maximise the efficiency of our events planning and delivery.  They will need creativity to deliver high impact events, and strong attention to detail.  The job holder needs to have good attention to detail to ensure all events are delivered to a consistent standard. They will also need to be able to manage a budget and deliver an event, managing associated costs, within the allocated budget.

A  core aspect of this role involves working closely with teams to design the format of events, compile relevant guest lists for various events, sending invitations, following up on responses and managing an up-to-date contacts database  as well as maintaining information on attendance at different events. The jobholder will  develop clear guidelines for internal use to advise staff on different options for hosting events, including the different BHC venues available. The job holder will be expected to advise staff on different layouts and formats for events, advise on catering options including securing a range of quotes for different services, develop a list of trusted suppliers, ensuring value of money and quality of service.  The job holder will need to be proactive in identifying opportunities to deliver high quality events to a consistent standard which represent good value for money. For certain large scale events the job holder, in conjunction with teams in the mission,  will be responsible for approaching and liaising with potential sponsors and putting in place the sponsorship arrangements.

The job holder will be responsible for ensuring the High Commissioner and/or the Deputy High Commissioners have what they need for the events e.g. speeches, running order and working with the communications team for media coverage as appropriate.  The job holder will be expected to make arrangements for receiving guests, checking invitations, and ensuring the smooth running of events. As such occasional evening work is required. They will play a key role in the design and execution of high impact events.  The job holder will also need to develop good working relationships with the security and residence teams. The job holder will lead on sponsorship of High Commissioner and Deputy High Commissioner events when necessary.

This role will also require working closely with the High Commissioner, his Diary Manager, the Personal and Executive Assistants to the Deputy High Commissioners, Visits Officer and Residence & Events Manager to deliver a timely manner and to a high standard.

The job holder will have direct contact with a wide range of external guests and as such should have excellent customer service skills including the ability to engage professionally and effectively with the High Commissioner’s and the High Commission’s high-level contacts as well as deal politely and professionally with all guests.  They will also need strong relationships with external suppliers, Residence staff, and the High Commission’s Corporate Services team. 

We are seeking  someone who will bring an enthusiastic, energetic and creative approach to this role.

• Excellent customer service skills
• The ability to work independently and to react to situations, which may arise without close supervision
• Excellent computer skills (Word, Excel, Teams and Internet)
• Must have high level of interpersonal skills to handle sensitive and confidential situations. This position requires poise, tact, diplomacy and discretion
• Strong communication skills, both written and oral are required.  Must be able to interact and communicate with individuals at all levels, clearly and confidently
• The ability to develop and use effectively a personal network
• Must be able to work in a fast-paced environment with demonstrated ability to handle the pressure of juggling multiple competing tasks and demands
• Experience of working with cross-functional teams
• Good judgement and strategic awareness
• Flexible, adaptable and pro-active with good problem solving and organisational skills
• Ability to work confidently with senior management and people from diverse backgrounds