Background information about the job or company (e.g., role context, company overview)

The British High Commission in Nairobi is the diplomatic mission of the United Kingdom in Nairobi. It is located in the Upper Hill area of Nairobi.The British High Commission in Kenya maintains and develops relations between the UK and Kenya.We provide services to British nationals living in an...

Responsibilities or duties

Main purpose of job:

Provide programme support, end-to-end travel coordination and general administrative support to British Defence Staff (BDS) East Africa (EA) activity, ensuring timely delivery, policy compliance (FCDO/Defence), accurate record-keeping and high-quality service to staff and visiting delegations.

Roles and responsibilities:

Programme support (10%):

• Provide administrative support to British Defence Staff (BDS) East Africa (EA) programme planning and delivery. This will include monthly/quarterly reporting and ensuring ESCAPADE records are up to date.

Travel coordination and administration (45%):

• Lead on the planning and booking travel (flights, accommodation, ground transport) for BDS staff, Kenyan Military of Defence personnel on official visits and courses to the UK and official visitors.
• Prepare itineraries and coordinate changes for upcoming visits, and lead the visa and entry permit processes by liaising with providers/authorities, preparing supporting documentation and tracking applications for MOD personnel on platform.
• Remain up to date with the current UK visa process and be aware of any changes that could affect stakeholders.
• Ensure compliance with FCDO and Defence travel policies, cost controls, approvals and audit requirements and maintain accurate records in line with standard operating procedures.
• Develop and maintain positive relationships with stakeholders (travel agents, hotels, transport) and use these relationships to obtain value for money within approved frameworks.
• Track the travel budgets and produce periodic reports/metrics (volume, spend, savings, compliance exceptions) in coordination with the Programme Manager.

Event support (20%):

• Coordinate the planning of events, including the East Africa Military Planning Group, Defence Adviser Cabal, East Africa Conference and Estimates.

General administration support (15%):

• Provide general administrative support to the team, including filing, scheduling, meetings and diary coordination, document management and archiving when required.
• Support light procurement tasks (stationery/consumables) using the help desk system.
• Liaise with Estates/IT for workspace and equipment readiness and coordinate onboarding packs and induction schedules for new staff and visitors.

Communications (10%):

• Liaise with the Defence Media Officer and BHC Comms and Media Team to coordinate relevant defence media material

Qualifications or requirements (e.g., education, skills)

Essential qualifications, skills and experience

• Excellent IT skills (a working knowledge of Microsoft Excel and Word is essential, Outlook and Teams highly desirable);
• Good oral and written communication skills, attention to detail and initiative;
• The ability to respond flexibly to competing demands;
• Experience of developing good working relationships with key stakeholders at all levels

Desirable qualifications, skills and experience

• Working knowledge of Kenyan military and Ministry of Defence
• 2+ years working in or for a diplomatic mission or NGO
• Experience of working with the UK Five Eyes partners

• Provide administrative support to British Defence Staff (BDS) East Africa (EA) programme planning and delivery. This will include monthly/quarterly reporting and ensuring ESCAPADE records are up to date.
• Lead on the planning and booking travel (flights, accommodation, ground transport) for BDS staff, Kenyan Military of Defence personnel on official visits and courses to the UK and official visitors.
• Prepare itineraries and coordinate changes for upcoming visits, and lead the visa and entry permit processes by liaising with providers/authorities, preparing supporting documentation and tracking applications for MOD personnel on platform.
• Remain up to date with the current UK visa process and be aware of any changes that could affect stakeholders.
• Ensure compliance with FCDO and Defence travel policies, cost controls, approvals and audit requirements and maintain accurate records in line with standard operating procedures.
• Develop and maintain positive relationships with stakeholders (travel agents, hotels, transport) and use these relationships to obtain value for money within approved frameworks.
• Track the travel budgets and produce periodic reports/metrics (volume, spend, savings, compliance exceptions) in coordination with the Programme Manager.
• Coordinate the planning of events, including the East Africa Military Planning Group, Defence Adviser Cabal, East Africa Conference and Estimates.
• Provide general administrative support to the team, including filing, scheduling, meetings and diary coordination, document management and archiving when required.
• Support light procurement tasks (stationery/consumables) using the help desk system.
• Liaise with Estates/IT for workspace and equipment readiness and coordinate onboarding packs and induction schedules for new staff and visitors.
• Liaise with the Defence Media Officer and BHC Comms and Media Team to coordinate relevant defence media material

• Excellent IT skills (a working knowledge of Microsoft Excel and Word is essential, Outlook and Teams highly desirable)
• Good oral and written communication skills, attention to detail and initiative
• The ability to respond flexibly to competing demands
• Experience of developing good working relationships with key stakeholders at all levels
• Working knowledge of Kenyan military and Ministry of Defence (Desirable)
• Experience of working with the UK Five Eyes partners (Desirable)

• BA/BSc/HND
• Excellent IT skills (a working knowledge of Microsoft Excel and Word is essential, Outlook and Teams highly desirable)
• Good oral and written communication skills, attention to detail and initiative
• The ability to respond flexibly to competing demands
• Experience of developing good working relationships with key stakeholders at all levels
• Working knowledge of Kenyan military and Ministry of Defence (Desirable)
• 2+ years working in or for a diplomatic mission or NGO (Desirable)
• Experience of working with the UK Five Eyes partners (Desirable)