Embassy of France in Kenya Hiring Executive Secretary – Nairobi

The Embassy of France in Kenya plays a pivotal role in fostering diplomatic relationships between France and Kenya.

We are committed to building strong connections, advancing mutual interests, and providing excellent service to both the French and Kenyan communities. As a dynamic and multicultural organization, we pride ourselves on offering an environment that encourages professional growth, diversity, and excellence.

We are currently seeking an experienced and highly motivated Executive Secretary to join our team. This is an exciting opportunity for a talented individual who excels in a fast-paced environment, is passionate about diplomatic services, and possesses exceptional organizational skills.

Position Overview

The Executive Secretary will be a key player in ensuring the smooth operation of the Embassy’s daily activities. Working closely with the First Counselor and the Ambassador, you will provide high-level administrative support, manage schedules, coordinate travel arrangements, and handle diplomatic correspondence.

This role requires someone with outstanding communication skills, the ability to handle sensitive information with discretion, and a strong sense of responsibility.

Key Responsibilities

1. Agenda Management
   • Manage and coordinate the daily schedule of the First Counselor and, when necessary, the Ambassador.
   • Ensure all appointments, meetings, and events are efficiently organized and communicated.
   • Anticipate and prepare for upcoming engagements by providing necessary documents and information.
2. Travel Coordination
   • Organize travel arrangements for the Embassy’s management team, including booking flights, accommodations, and ground transportation.
   • Prepare travel itineraries and ensure all travel-related documents are in order.
   • Handle travel expense reports and liaise with relevant departments for reimbursements.
3. Reception Duties
   • Serve as the primary point of contact for visitors, both physically and via telephone.
   • Maintain a professional and welcoming reception environment.
   • Handle inquiries and direct visitors to the appropriate departments or personnel.
4. Meeting Preparation
   • Organize and prepare for work meetings, ensuring all logistics are in place, such as booking meeting rooms and preparing meeting materials.
   • Take minutes during meetings and ensure accurate documentation and distribution of action points.
   • Assist in follow-up activities to ensure tasks discussed in meetings are completed.
5. Diplomatic Correspondence
   • Draft, prepare, and manage Notes Verbales, diplomatic correspondence, and other official documents.
   • Ensure that all correspondence is handled with utmost confidentiality and in accordance with diplomatic protocols.
   • Maintain an organized filing system for easy retrieval of documents when needed.

Qualifications and Requirements

Organizational Skills:

Exceptional ability to manage multiple tasks and prioritize effectively in a fast-paced 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 and maintain confidentiality at all times.

Office Automation Skills:

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

Attention to Detail:

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

What We Offer

• A competitive monthly salary of KES 421,845, commensurate with qualifications and experience.
• An opportunity to work in an international environment, contributing to the diplomatic mission of the Embassy of France in Kenya.
• A permanent employment contract, subject to a 6-month trial period.
• Professional development opportunities and exposure to diplomatic operations.

Why Join Us?

• Be part of a prestigious and globally recognized institution that values excellence, professionalism, and diversity.
• Gain unique experience in a diplomatic setting, enhancing your administrative skills and broadening your knowledge of international relations.
• Work alongside a dedicated team of professionals in a dynamic and multicultural environment.

How to Apply

If you meet the requirements and are excited about the opportunity to contribute to our team, we would love to hear from you!

To apply, please click on the link below to access the application details:

Apply Here

Application Deadline: October 1, 2024

We appreciate all applications; however, only shortlisted candidates will be contacted for further assessment.

Note: The Embassy of France in Kenya is an equal opportunity employer. We encourage applications from candidates of all backgrounds and are committed to creating a diverse and inclusive workplace.

Start your journey with us and be part of a team that plays a vital role in enhancing diplomatic relations between France and Kenya!