Job Details

Job Description

VACANCY- Administration Officer: Information and Communications

Embassy of Ireland, Lusaka

Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.

The Embassy is seeking to recruit an experienced, resourceful, dynamic and flexible individual with previous experience in a similar environment to fill the position of “Administration Officer: Information and Communications” at the Embassy.

All applicants must have a current permanent legal right to reside and work in Zambia.

The Administration Officer: Information and Communications will work as part of the Embassy team and as part of the administration officer team to support the Embassy’s work in Zambia and Namibia. The position will support senior colleagues in managing the internal and external communications resources and output of the Embassy. In particular, the Officer will deliver on the information management and communications plans of the Embassy.

The successful candidate will be required to develop familiarity and understanding of the wide range of work of the Embassy, to be familiar with the Mission’s Strategy and Business Plan and, more broadly, with the Irish Department of Foreign Affairs of Ireland goals and objectives. The Officer will also be required to develop a detailed knowledge of the various processes employed by the Embassy in its services delivery, its financial management processes and its internal administration. The Officer will be required to be proficient in the use of information communications technology, including hardware, software, platforms and mobile audio-visual technology.

The precise range of duties may vary over time according to the needs of the Embassy, but will include the following:

• Manage contacts and events databases in accordance with organisational policies including the social media accounts and webpages of the Embassy, including monitoring and reporting on analytics and developing learning;
• Facilitate effective internal communication to ensure staff are informed and engaged on key events;
• Create and schedule posts, respond to enquiries and engaged with followers as directed;
• Create and disseminate timely, disciplined, well-informed and high quality public diplomacy content in coordination with colleagues;
• Build and maintain strong contacts with the media and other communications officers in Government and other Embassies;
• Build strong contacts within the organisation, particularly in the communications and cultural diplomacy fields;
• Support logistics for external events from inception to conclusion; manage invitations lists and support for promotional and cultural events;
• Organise and manage the information resources held by the Embassy according to statutory obligations and organisational initiatives;
• Work with colleagues to identify, assemble and maintain appropriate archives of material;
• Provide administrative support across other areas of the Embassy’s work including through the processing of payment requests on the Embassy’s financial systems; continuity support to the Embassy’s consular services;
• Monitor media coverage and prepare reports on public perceptions and trends of interest to the Embassy as and when needed;
• Carry out additional responsibilities that may be assigned by the Line Manager, Office Manager or Ambassador from time to time.

Essential Requirements:

• Have excellent verbal and written English language skills;
• Possess a Bachelor’s Degree (or higher) in Journalism, Public Relations, Arts Administration, Information Management, Marketing or Business Administration or a discipline evidently aligned with the Embassy’s work;
• Have a minimum of three years’ professional experience in a communications , public relations and/or information management role;
• Have excellent interpersonal, networking and team-working skills;
• Are proficient in the use of communications tools (print and broadcast media, social media, event management, drafting and reporting);
• Are flexible, efficient and effective and have strong organizational skills and excellent attention to detail;
• Can work under pressure and to manage multiple tasks, prioritising based on importance and urgency;
• Have strong analysis and judgement, and be able to present clear conclusions or recommendations from analysis of different sources and types of information;
• Are solutions-oriented, and committed to delivering results, including by adapting approach if necessary; and
• Be very proficient in the use of Microsoft Office Suite (PowerPoint, Outlook, Word, and Excel) as well as social media platforms (Facebook, Twitter, Instagram).

• A strong understanding of the role of a Ministry of Foreign Affairs and its Embassies and of international relations in general. Previous experience in a diplomatic mission or an international organisation is desirable, but not essential;
• Further third level qualifications are an advantage, particularly in the areas listed above or another field relevant to the work of the Embassy; and
• Additional professional experience or a qualification in any of the following areas may also be advantageous: information communications technology, graphic design, social media content creation and editing, library or archives.

Terms and conditions of employment:

• The successful candidates will be hired on a permanent contractual basis with a three month probation period (with a possible three-month extension) and will be based at the Embassy of Ireland, Lusaka ;
• Formally Monday to Friday, 48 hours per week;
• Annual Leave entitlement 24 days per annum;
• The gross annual salary for the position is 366,714.75 ZMW (inclusive of housing and all allowances), paid locally on a monthly basis and non-negotiable . The Embassy contributes a further 15% of salary to pension; NAPSA is paid; a medical insurance package is in place. Note that the Embassy deducts income tax (PAYE) at source without exception . Salaries are paid direct to a bank account; therefore, the successful candidate must have a bank account;

How to apply

The Job Description and Application Form for this position are available on our website www.dfa.ie/zambia

Completed application forms should be sent via e-mail only to [email protected] , with the subject line Administration Officer: Information and Communications

Applications must be received before 16:30 hrs. (Local time) on 14th February 2025

No applications will be accepted after this deadline.

Please note that only short listed applicants will be contacted.

• Only those applicants that meet the essential requirements above will be considered;
• Only applications filled out electronically on the application form will be accepted;
• AI-generated applications will not be accepted;
• Depending on the number of applications received, a short-listing of candidates to be called for a competency-based interview may be undertaken based on the Essential/Key Requirements above;
• It is planned that interviews will be held in person in February 2025;
• Only those called to interview will be informed;
• A skills test may be included in the recruitment process;
• A second interview may be included in the recruitment process; and
• A panel may be set up depending on the calibre of candidates for current and future

General Data Protection Regulation:

All personal information received will be kept in line with GDPR guidelines. Only the applications of those short-listed for interview will be retained by the Embassy.

Security Clearance for Local Staff:

Police security clearance 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.

Please note that canvassing will disqualify applicants.

The Embassy of Ireland, Lusaka is committed to a policy of Equal Opportunity