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

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