Administrative Vacancies at The Embassy of Ireland Nigeria

Embassy of Ireland Nigeria - The Embassy works to enhance the political and economic relationship between Ireland and Nigeria that will deliver economic growth and jobs; maintain and strengthen links with our Irish diaspora; and promote Ireland and Irish Culture.

We are recruiting to fill the positions below:

Job Title: Administrative Assistant
Location: Abuja (FCT)

Primary Responsibilities

• Support effective and efficient administrative systems relating to the efficient operations of the Embassy.
• Carry out a range of administrative tasks, such as filing, maintaining accurate records and scheduling meetings, as required
• Assist the Senior Management Team in a number of areas, and contributing towards maintaining a safe, secure and efficient working environment at the Embassy.
• Review and report on operational budgets and expenditure, ensuring value for money and compliance with appropriate procedures and regulations. Take responsibility for procurement matters, including tendering and reviewing contracts where appropriate.
• Help to ensure adherence to health and security protocols and the upkeep of Embassy vehicles, and oversee the maintenance of the Embassy premises, undertaking improvements and repairs as necessary.
• Provide support on official travel/inward visits and events, including arranging travel and accommodation, scheduling meetings and events, organising logistics, invitations etc.
• Liaise with various local staff members, including drivers and maintenance staff, in addressing health, safety, HR and other concerns.
• Assist the Senior Management team as a project liaison for the construction of a new Irish Embassy and Chancery in Abuja, including coordination with local advisers, monitoring the building process, engaging with government and relevant planning authorities, and liaising with EU and other diplomatic missions.
• Assist in the management of Embassy-administered grant programmes, and providing support for other activities included in the Embassy Business Plan, as requested.
• Participate constructively in performance review processes and identify own training requirements as they relate to administrative work at the Embassy.
• Demonstrate flexibility and willingness to take on additional responsibilities that may be assigned by the Senior Management Team from time to time.

Required skills and experience
Essential:

• At least two years of previous administrative work experience
• Computer skills – must be proficient in Word, Excel, and e-mail and internet
• Excellent communication and interpersonal skills
• High degree of integrity and strong ethic of customer service
• Police clearance and legal entitlement to live and work in Nigeria prior to recruitment.

Desirable:

• Experience of working for an Embassy, international organisation, financial institution, think tank or similar.

Terms and Conditions

• Working hours: full time, or 37 hours per week.
• Overtime: as appropriate for the job level
• Remuneration: NGN 615,350.00 gross salary per month
• Benefits: Medical insurance, 13th month salary, pension
• Primary work location: Embassy of Ireland, Abuja
• Start date: Mid-March 2021. There is a 6-month probation period, after which performance is reviewed and a fixed term contract may be offered.

Job Title: Personal Assistant to Ambassador
Location: Abuja

Details

• The Embassy of Ireland in Abuja is looking for an Ambassador’s Personal Assistant (PA) to join our team.
• The Ambassador of Ireland in Abuja is accredited to Nigeria, Ghana, Cote d’Ivoire, Senegal and ECOWAS.

Main tasks and responsibilities

• Providing administrative support to the Ambassador, including managing the Ambassador’s schedule, appointments, correspondence, local and regional visits, as well as representation activities
• Assisting with official travel arrangements for the Ambassador, and other senior staff when appropriate
• Managing the weekly diary for other senior Embassy staff, when required
• Liaising with the Nigerian Ministry of Foreign Affairs for all protocol arrangements, including facilitating access to other ministries, federal organisations, and state governments
• Liaising with other sections of the Embassy, the Department of Foreign Affairs and other Government Departments in Ireland, and external agencies as required
• Supervising all of the Residence domestic staff
• Managing representational activities for the Ambassador, including organising events in Nigeria and in secondary accreditations
• Assisting with practicalities regarding delegation visits from Ireland and other external promotional activities
• Providing supporting documents for the Ambassador’s activities
• Maintaining and managing contact and correspondence with the Protocol section at the Ministry of Foreign Affairs and other relevant authorities, including in Ireland’s countries of secondary accreditation. This includes sending, receiving, and filing notes verbale; communicating with customs authorities; and updating diplomatic lists.
• Drafting letters, correspondence and invitations
• Managing the Embassy Contacts Management System

Competence and working experience

• Excellent communication and interpersonal skills; excellent command of English, both written and oral
• Working experience from public authorities, preferably other diplomatic missions, agencies, ministries or other state authorities.
• A good sense of cooperation, organisation and personal responsibility. Ability to work under time pressure.
• A high degree of integrity and a commitment to customer service.
• Computer skills – must be proficient in Word, Excel, and e-mail and internet.
• Legal entitlement to live and work in Nigeria prior to recruitment.

Terms and Conditions

• Working hours: full time, or 37 hours per week.
• Overtime: as appropriate for the job level
• Remuneration: NGN 615,350.00 gross monthly salary
• Benefits: Medical insurance, 13th month salary, pension
• Primary work location: Embassy of Ireland, Abuja
• Start date: Mid-March 2021. There is a 6-month probation period, after which performance is reviewed and a fixed term contract may be offered.

How to Apply
Interested and qualified candidates should send their Applications to: [email protected] the application should contain the following:

• A letter of application in English (1 page max) outlining your suitability for the position and interest in working with the Embassy of Ireland;
• A CV/Résumé (2 pages max);
• Details of two nominated referees with contact details and if available, copies of professional references
• Copies of any relevant academic, professional and language qualifications.

Note

• No applications will be accepted after this deadline. Application emails must have the subject line: “Administrative Assistant Application (your full name)”. Example “Administrative Assistant Application John Smith”. Applications without the advised subject line may not be considered.
• Data Protection: All personal information received will be kept in line with GDPR and Data Protection guidelines.
• Security Clearance for Local Staff:  Police vetting will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.

Application Deadline  17:00 22nd February 2021.