Embassy of Sweden in Nairobi Personal Assistant / Social Secretary to the Ambassador and Operations Controller Jobs in Kenya

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, in trade and investment promotion and in cultural and information matters. It provides consular services to Swedish nationals and migration services to non-nationals.

There are 60 staff working in the Embassy of Sweden in Nairobi, which makes it the second largest Swedish Embassy in the world.

The Embassy seeks to recruit two experienced individuals for the tasks of:

Personal Assistant / Social Secretary to the Ambassador

The jobholder will work closely with and under the Ambassador and the overall role is to provide administrative assistance and other support functions to the Ambassador and ensure that the Ambassador’s office is run efficiently in line with the Embassy’s policies and procedures.

Internally the jobholder will be in regular contact with most staff. Externally, contact will be with the international community, Kenyan and Swedish government, Swedish business interests and civil society.

The main duties are, but not limited to:

Managing the Ambassador’s calendar and continuously providing the Ambassador with an updated programme.Organising programmes and logistics related to high level official visits.Consultations with other sections as appropriate on incoming invitations where the Ambassador’s presence is required along with relevant preparations/follow-up.Being the first point of contact by phone, mail and email for internal and external callers seeking contact with the Ambassador.Managing the Ambassadors official entertainment, in restaurants and at the Swedish Residence.Managing the Ambassador’s local and international travel, including obtaining of visas and travel clearance which may require classified handling.Co-ordination of office-wide meetings.Maintenance and constant update of the relevant lists and directories.Managing correspondence.Administering support to the Chargé d’affaires a.i. in the absence of the Ambassador.The preferred candidate will meet the following requirements:
Advanced secretarial trainingDiploma in business administrationPublic relations certificateExcellent command of written and spoken EnglishGood knowledge of Kenyan Authorities and OrganizationsExperience in Protocol is an advantageGood IT skills, including knowledge of Windows Word and Excel applications and ability to learn the Embassy’s systemsGood communication skills leading to networking and weighed analysis and use of informationGood organisation awareness: understanding the core values and vision of the Embassy stipulated in the Embassy Code of ConductKnowledge of SwedishKnowledge of SwahiliPrevious experience of work at an EmbassyIndicative start date for the position is late August 2011.

For enquiries about the substance of the job, please contact: Beryl Ogutu, the current jobholder; beryl.ogutu@foreign.ministry.se

Operations Controller

The Controller function at the Embassy of Sweden in Nairobi is divided between the Swedish expat Financial Controller and the locally employed Operations Controller.

The two controllers for the Regional, Kenya and Somalia Sections will decide on the internal division of labour in consultation with the three Heads of Section and shall report to the Head of the Kenya Section.

The purpose of the Controller function is to contribute to assuring the quality of the development co-operation work carried out by the Embassy, both in terms of contents and procedures and in terms of financial administration and shall aim at adding value to the day-to-day work of the Embassy.

The Controller Function forms part of the overall quality assurance system within the Embassy, which also comprises i.a. the Embassy By-laws, and is designed to support decision making and control relating to the development co-operation programme.

The Operations Controller shall also be able to take on financial controller tasks as agreed.

The main duties are, but not limited to:

Ensure that agreements and contracts which go through the Embassy Appraisal Committee are adequately drafted and in line with Sida guidelines and formats and that audit and reporting mechanisms are defined in agreements on support on development cooperation.Ensure that the procurement within the sections is undertaken in line with Sida’s rules.Together with the Financial Controller, follow-up on comments from internal audits etc, including design of corrective measures.Together with the financial Controller and the Head(s) of Section, ensure that Sida’s rules and guidelines, including the rules and guidelines governing the work of the Embassy are known to the programme staff.Follow up and support Programme Officers in ensuring that audits, evaluations and other reports are carried out according to plans and agreements and follow up actions taken, especially that a Management Response is made for each evaluation and audit report related to our programmes.Together with the Financial Controller, ensure that Sida’s anti-corruption guidelines are known and adhered to by the staff.Together with the Financial Controller, ensure that the Embassy’s anti-corruption strategy is regularly updated to include lessons learned.The preferred candidate will meet the following requirements:
University degree in a relevant area, such as economics, accounting, financial or public administration, business studies, or similar qualification.Minimum five years of professional experience in financial management, accounting, project management or other relevant fields.Documented competence and experience in Quality assurance in development cooperation or other government functions.Experience in handling projects/programmes.Exposure to Kenya’s public administration and financial management systems.Ability to assess and manage risk.Computer literacy, i.e. knowledge of Microsoft’s basic applications and experience working with an electronic financial management/information system.Good analytical skills, with ability to apply qualitative and quantitative techniques.Knowledge or competence within the areas of anti-corruption and risk management.Good communication skills, with excellent command of English.Experience of audit work (analysis of audit reports).Knowledge of PLUS (Sida’s internal financial management system).Experience and/or knowledge about the working methods of Sida or Swedish civil service, or experience working in a multicultural set up.Knowledge of additional languages (Swedish and/or Swahili)Ability and will to internalise innovative ways of working, while fulfilling the role as a Swedish civil servant and respecting ethical and professional considerations.Ability to reach and report on agreed results and to seek the support needed to accomplish tasks.Ability to lead and positively influence the sections in applying new knowledge.An understanding of how one’s actions and results affect the sections and the organisation.Ability and willingness to share information, competence and knowledge with others.Ability to listen to others and to contribute to efficient working methods and the development of the sections.Indicative start date for the position is 1 October 2011.

Shortlisting will take place after 15 August 2011

For both positions, the salary is in accordance with the Swedish Ministry for Foreign Affairs’ salary system for locally engaged employees.

Applications should include a detailed CV with educational qualifications, a summary of professional experience and a minimum of 3 professional references.

For enquiries please contact Louise Hallgren, Personnel Officer; louise.hallgren@foreign.ministry.se

Applications should be submitted to: ruth.muriuki@foreign.ministry.se, at the latest 15 July 2011

Only shortlisted candidates will be contacted.

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