Protocol & Operations Specialist
Recruit Finds
Nairobi, Kenya
Job summary
Protocol & Operations Specialist AT Barbados High Commission, Kenya
About this role
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Contract Opportunity: Operations and Diplomatic Affairs Specialist
1. Contract Information
The High Commission of Barbados in Nairobi is inviting applications from highly capable professionals for the position of Operations and Diplomatic Affairs Specialist on a 12-month Contract for Services, with the possibility of renewal based on performance and operational requirements.
Contract Details
Engagement Type: Independent Contract for Services
Contract Duration: 12 months (renewable subject to satisfactory performance)
Monthly Retainer: KES 320,000 gross
Annual Contract Value: KES 3,840,000 gross
Application Deadline: 12 August 2026
This engagement is intended for individuals who are experienced in managing demanding operational environments and can consistently deliver high-quality results with minimal supervision.
2. About the High Commission
The High Commission of Barbados in Nairobi serves as Barbados' official diplomatic representation in the Republic of Kenya while also maintaining concurrent accreditation to Rwanda, Tanzania, Botswana, and South Africa. In addition to its diplomatic responsibilities, the Mission functions as Barbados' Permanent Mission to the United Nations Environment Programme (UNEP) and UN-Habitat.
Furthermore, the Mission hosts the regional headquarters of the Barbados Tourism Marketing Inc. (BTMI) for the Middle East and Africa. Its responsibilities include promoting Barbados' diplomatic, economic, tourism, cultural, and environmental interests throughout the region.
The Mission manages a wide range of activities, including:
Diplomatic representation.
Government relations.
Trade and investment promotion.
Tourism marketing.
Cultural diplomacy.
Public communication.
Protocol administration.
Coordination of official government visits.
Stakeholder engagement.
Institutional information management.
Because of this broad mandate, the Mission requires professionals who are capable of adapting quickly to changing priorities while maintaining exceptional professional standards.
3. Position Overview
This is a challenging operational assignment suited to an individual who demonstrates excellent judgment, initiative, and organizational ability.
The successful contractor will work on-site at the Chancery and will provide direct operational support across several critical functions. Daily responsibilities may change rapidly depending on diplomatic developments, government requirements, international events, or urgent logistical matters.
Applicants should be comfortable working independently without constant supervision. Rather than simply following instructions, the successful candidate will be expected to:
Anticipate operational challenges before they occur.
Develop practical solutions to complex administrative issues.
Coordinate multiple assignments simultaneously.
Prioritize urgent matters effectively.
Maintain professionalism under pressure.
Deliver assignments accurately and within strict deadlines.
4. Scope of Services
Performance will be assessed according to institutional outcomes rather than fixed working hours. The following areas indicate the approximate allocation of responsibilities.
4.1 Diplomatic Protocol and Government Liaison (25%)
The largest portion of the assignment involves supporting diplomatic protocol activities and maintaining productive relationships with Kenyan government institutions.
Responsibilities include:
Processing diplomatic privileges and immunities using the Integrated Protocol Management Information System (IPMIS).
Preparing and submitting protocol documentation.
Coordinating tax exemption applications.
Facilitating vehicle registration and clearance processes.
Liaising with the Ministry of Foreign and Diaspora Affairs.
Working closely with the National Transport and Safety Authority (NTSA).
Following up unresolved protocol matters.
Resolving administrative bottlenecks affecting official documentation.
Monitoring application timelines.
Maintaining accurate protocol records.
Collecting finalized government documents on behalf of the Mission.
4.2 Public Diplomacy, Trade Promotion and Outreach (20%)
The contractor will contribute significantly to Barbados' visibility and engagement across East and Southern Africa.
Key duties include:
Identifying strategic public engagement opportunities.
Supporting trade and investment initiatives.
Assisting with tourism promotion campaigns.
Coordinating cultural events and exhibitions.
Promoting educational opportunities in Barbados.
Supporting outreach to investors.
Engaging prospective students.
Promoting Barbados as a destination for remote workers.
Assisting BTMI with promotional activities.
Developing compelling digital content.
Managing public diplomacy campaigns.
Strengthening Barbados' public image across accredited countries.
4.3 Communications, Media and Stakeholder Relations (15%)
Strong communication is central to the Mission's effectiveness.
Responsibilities include:
Monitoring the Mission's official email account daily.
Responding appropriately to routine correspondence.
Escalating sensitive matters to diplomatic officers.
Maintaining professional communication standards.
Building relationships with government agencies.
Maintaining an updated stakeholder database.
Mapping influential institutions.
Identifying business leaders and strategic partners.
Supporting media engagement activities.
Expanding networks that advance Barbados' diplomatic objectives.
4.4 Conference Coordination and VIP Logistics (10%)
The contractor will support high-level official visits and conferences by ensuring seamless logistical coordination.
Responsibilities include:
Coordinating airport arrivals and departures.
Managing delegate registration.
Organizing transportation schedules.
Coordinating accommodation arrangements.
Liaising with travel agencies.
Preparing detailed travel itineraries.
Managing conference logistics.
Supporting ministerial visits.
Coordinating summit participation.
Solving operational challenges during official events.
4.5 Research and Policy Support (10%)
The Mission requires evidence-based decision-making supported by quality research.
The successful contractor will:
Conduct background research.
Gather local political and economic information.
Prepare briefing materials.
Support policy development.
Record meeting outcomes.
Monitor implementation of agreed action points.
Provide analytical support to diplomatic staff.
4.6 Records and Information Management (10%)
Efficient documentation is essential to institutional continuity.
Responsibilities include:
Organizing physical records.
Managing digital filing systems.
Developing indexing systems.
Archiving official documents.
Supporting digitization initiatives.
Preparing briefing files.
Scheduling bilateral meetings.
Maintaining institutional records.
Improving administrative workflows.
4.7 Property and Facilities Coordination (5%)
The contractor will assist with non-financial oversight of Mission facilities.
Tasks include:
Reporting maintenance issues.
Coordinating service providers.
Monitoring repairs.
Conducting inspections.
Maintaining inventories of physical assets.
Identifying facilities requiring attention.
Supporting proper upkeep of the Chancery and official residences.
4.8 Internal Operations Support (5%)
Additional operational responsibilities include:
Assisting with internal administrative procedures.
Supporting implementation of institutional policies.
Providing operational assistance to diplomatic personnel.
Promoting administrative efficiency.
Contributing to continuous process improvement.
5. Candidate Profile
The High Commission seeks an accomplished professional with demonstrated experience in diplomatic or international operations.
The ideal candidate should possess:
Experience working in a diplomatic mission, United Nations agency, international organization, or comparable institution.
Strong understanding of diplomatic protocol and official procedures.
Outstanding organizational and administrative skills.
Ability to develop efficient systems and workflows.
Excellent analytical and problem-solving abilities.
Strong initiative and independent decision-making skills.
Capacity to remain calm in high-pressure environments.
Excellent interpersonal and networking skills.
High emotional intelligence.
Professional judgment and discretion.
Strong commitment to service excellence.
Applicants should demonstrate the ability to manage competing priorities while consistently delivering high-quality work.
6. Essential Qualifications
Applicants must satisfy the following minimum requirements:
Bachelor's degree in International Relations, Public Administration, Business Administration, Communications, or another closely related discipline.
At least two years of relevant professional experience.
Demonstrated success managing demanding operational responsibilities.
Excellent written and verbal communication skills.
Strong numerical and analytical abilities.
Fluency in both English and Kiswahili.
Ability to obtain and maintain institutional security clearance.
Willingness to comply with periodic security and compliance assessments.
Kenyan citizenship or valid authorization to work in Kenya.
7. Preferred Qualifications
Candidates with the following additional qualifications will have a competitive advantage:
Practical knowledge of the Integrated Protocol Management Information System (IPMIS).
Experience coordinating international conferences.
Proven ability to manage delegate registration and complex travel logistics.
Experience supervising building maintenance activities.
Knowledge of asset management systems.
Experience managing institutional communication platforms.
Demonstrated ability to create digital communication campaigns.
Portfolio showcasing professional writing, communications, or public diplomacy initiatives.
8. Compensation and Contract Terms
The successful contractor will receive an all-inclusive monthly retainer of KES 320,000 gross, equivalent to KES 3,840,000 gross annually.
As this is an independent Contract for Services:
The engagement does not constitute employment.
The monthly retainer is fixed throughout the contract period.
No employment-related benefits will be provided.
Annual leave is not included.
Medical insurance is not provided under the contract.
The contractor will be responsible for meeting any personal statutory or tax obligations applicable to independent service providers.
9. Why Join the High Commission?
This engagement offers an exceptional opportunity to work in a dynamic diplomatic environment where every day presents new challenges and opportunities for professional growth. The successful contractor will contribute directly to Barbados' diplomatic, trade, tourism, and public diplomacy objectives while working alongside experienced diplomats and international partners.
Individuals who excel in complex environments, possess excellent organizational skills, and enjoy solving operational challenges will find this role both professionally rewarding and impactful.