Programme and Administration Support

Role Overview

The British High Commission Nairobi is seeking a Programme and Administration Support officer to provide comprehensive programme support, end-to-end travel coordination, and general administrative assistance to the British Defence Staff (BDS) East Africa (EA). The successful candidate will ensure timely delivery, policy compliance (FCDO/Defence), accurate record-keeping, and high-quality service to staff and visiting delegations.

Key Responsibilities

Travel Coordination and Administration (45%)

• Lead the planning and booking of travel (flights, accommodation, ground transport) for BDS staff, Kenyan Military of Defence personnel on official visits/courses to the UK, and official visitors.
• Prepare itineraries and coordinate changes for upcoming visits.
• Lead the visa and entry permit processes by liaising with providers/authorities, preparing supporting documentation, and tracking applications.
• Remain up to date with the current UK visa process and any changes affecting stakeholders.
• Ensure compliance with FCDO and Defence travel policies, cost controls, approvals, and audit requirements.
• Develop and maintain positive relationships with travel agents, hotels, and transport providers to ensure value for money.
• Track 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 major events, including the East Africa Military Planning Group, Defence Adviser Cabal, East Africa Conference, and Estimates.

General Administration Support (15%)

• Provide daily administrative support including filing, scheduling, meetings/diary coordination, document management, and archiving.
• 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.

Programme Support (10%)

• Provide administrative support to BDS East Africa programme planning and delivery, including monthly/quarterly reporting and ensuring ESCAPADE records are up to date.

Communications (10%)

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

Requirements and Qualifications

• A university degree (BA/BSc/HND) in a relevant field.
• Minimum of 2 years of professional experience.
• Excellent IT skills (Microsoft Excel and Word are essential; Outlook and Teams are highly desirable).
• Good oral and written communication skills, attention to detail, and initiative.
• Ability to respond flexibly to competing demands.
• Experience developing good working relationships with key stakeholders at all levels.

Desirable Criteria

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

How to Apply

Interested and qualified candidates should apply online through the FCDO recruitment portal. Please use the following link to proceed to the application: https://www.myjobmag.co.ke/apply-now/1184136.