EMBASSY OF BRAZIL IN NAIROBI

NOTICE OF SELECTION PROCESS FOR THE HIRING OF ADMINISTRATIVE ASSISTANT

07 DECEMBER 2023

The Embassy of Brazil in Nairobi, through the Selection Committee appointed by the Ambassador
of Brazil in Kenya, informs interested parties that a selection process is open for the hiring of 1
administrative assistant, whose contract will be fully governed by Kenyan labor legislation,
without ties to the Brazilian Public Administration, to perform the role of Administrative Assistant
at the Embassy of Brazil in Nairobi, under the terms of this Notice.

1 - Objectives

1.1 - The selection process is intended to hire 01 (one) Administrative Assistant.

1.2 - Administrative Assistants are employees hired locally, for a fixed period, subject to Kenyan
labor and social security laws and regulations, on a full-time basis.

1.3 - The Administrative Assistant will provide administrative support services at the Embassy of
Brazil in Nairobi, mainly in the Consular, Administration and Accounting Sectors. The main
responsibilities to be performed are the following:

a) Organization and control of documents, updating files and records;

b) Typing, reviewing and issuing documents and emails;
c) Preparation and processing of internal control and budget spreadsheets, including market
price researches;
d) Gathering and reading of data;
e) Answer and direct telephone calls;
f) Organize and schedule meetings and appointments;
g) Plan meetings and write detailed minutes;
h) Assist in the preparation of regular reports;
i) Develop and maintain a filing system;
j) Update and maintain office policies and procedures;
k) Request office supplies and research new businesses and suppliers;
l) Maintain contact lists;
m) Make travel reservations;
n) Send and reconcile expense reports;
o) Provide general support to visitors and consultants;
p) Act as point of contact for internal and external customers;
q) Carrying out consultations and managing the consular services agenda;
r) Conducting interviews, researching information and organizing documentation;
s) Processing documentation in internal systems and printing materials.

1.4 - The gross monthly salary will be KES 197,849.00 (one hundred and ninety-seven thousand,
eight hundred and forty-nine Kenyan shillings), inclusive of basic salary and house allowance, and
subject to mandatory social security and tax deductions under Kenyan legislation, for the
maximum of 45 working hours per week.

1.5 - This selection process is not a public contest, and the Administrative Assistant position does
not characterize a public service job or function.

2 - Requirements

2.1 – The candidate for the position covered by this selection process must meet the following
requirements:

a) Prove that they are over 18 years old on the date of enrollment;
b) Declare that they do not hold a public position, job or function in Brazil, or receive a pension
in Brazil, and that the employment they are applying for is not to be considered a public job or
function under Brazilian law;
c) Proof of being a Kenyan citizen or, in the case of Brazilian candidates or nationals of third
countries, of having a permanent residence visa in Kenya which allows for the exercise of paid
labour;
d) Proof of having completed at least Secondary Education;
e) In the case of Brazilians, prove that they comply with their electoral obligations in Brazil;
f) In the case of male Brazilians, aged between 18 and 45 years old, prove that they have
completed their Military Service obligations in Brazil;
g) Have fluent command of the English language; and, preferably, having knowledge or fluency
of the Portuguese language.

3 - Enrollment

3.1 - Registrations will be open from 7 December until 21 December 2023.

3.2 – The application and copies of the documents indicated on item 3.4 must be sent to the
Embassy of Brazil in Nairobi, within the period stipulated in item 3.1, only by the electronic link
below:
- https://forms.gle/rkmu7kdPhVJdghVz5
3.3 – In case the candidate has doubts or queries regarding the position or is facing difficulties in
submitting his or her application through the link, an e-mail may be sent to
administ.nairobi@itamaraty.gov.br. As stated in item 3.2, applications will not be accepted by e-
mail, but only through the digital link form aforementioned.

3.4 - For the enrollment in the process, it is necessary to submit electronically through the digital
link form mentioned in item 3.2 the following documents:

a) Curriculum vitae;
b) At least 2 (two) letters of reference or recommendation, proving to have a minimum of 3
(three) years experience in the administrative area;
c) Cover letter;
d) Declaration that the candidate is aware that the employment he/she is applying for is not
to be considered a public job or function under Brazilian law, according to the model in
Appendix I;
e) Copy of proof of permanent residency in Kenya (waived in case of applicant with Kenyan
citizenship) that allows the candidate to work in the country;
f) Proof of having completed at least Secondary Education;
g) proof of absence of a criminal record, upon presentation of a certificate issued in the last
90 days by a police authority (“Certificate of Good Conduct”);
h) Registration numbers with the Kenyan pension, medical and tax systems (NSSF, NHIF and
PIN);
i) Copy of passport or official and valid identity document, with photograph;
j) If Brazilian, Electoral Discharge Certificate, which can be obtained at the following
electronic address: http://www.tse.jus.br/eleitor/servicos/certidoes/certidao-de-
quitacao-eleitoral;
k) If Brazilian, declaration that he/she does not hold a position, job or public function;
l) In the case of Brazilian males aged between 18 and 45 years old, copy of proof of
discharge from military obligations.

4 - Evaluation

4.1 - The evaluation of the shortlisted candidates will be carried out by the Selection Committee
by means of a written test in English and Portuguese, an individual interview and a final practical
exam.

4.2 – The evaluation criteria to be analyzed will be the ability to understand and express oral and
written English, knowledge of themes and concepts related to administrative, accounting and
consular services.

PHASE I:
4.2.1 – The written test will consist of questions in English and Portuguese on subjects related to
grammar and vocabulary of the English and Portuguese languages, computer skills, MS Office
Package and logical reasoning, with a total value of 100 (one hundred) points.

4.2.2 – The oral assessment will consist of an interview, in which the answers to the written test
and the candidate's professional trajectory and aspirations will be discussed, with a total value
of 100 (one hundred) points.

4.2.3 - Candidates who do not show up on the day and time set for the stages mentioned in items
4.2.1 and 4.2.2, or who act with discourtesy, will be eliminated. The candidate who does not
obtain 60% (sixty-percent) of the maximum score in each of the tests (written and oral) will also
be eliminated.

4.2.4 – For the purposes of the final result of Phase I, the score will be the result of the weighted
average between the written test (70%) and the interview (30%).

PHASE II

4.2.5 – The practical exam will consist on activities related to computer skills, MS Office and all
content mentioned in item 4.2.1. The exam will have a total value of 100 (one hundred) points.

4.2.6 – Only the 10 (ten) best ranked candidates of Phase I will be selected to perform the
practical exam. In case there are any dropouts among the top ten, the next best ranked candidate
of Phase I will be called for replacement.

4.3 - Candidates summoned must appear at least 15 minutes in advance for the written test, oral
interview and practical exam, remembering to bring along a valid identity document with
photograph.

4.4 - Candidates who have obtained a score of at least 60 (sixty) points during Phase II will be
considered approved. The ranking of successful candidates will follow the descending order of
the final result.

4.7 - In the event of a tie between two or more candidates for Phase II, preference will be given
to the candidate who has obtained the highest score in the written test of Phase I. If the tie
persists, the candidate with the highest score in the oral test of Phase I will be given preference.

4.8 - The preliminary result of Phase I of the selection process will be announced at the reception
of the Embassy, posted as a notice, and on its website. The probable release date of the
preliminary result will by 23 January 2024.
4.9 - Candidates may request a digital copy of the evaluation of the tests from Phase I between
the 24 and 25 of January 2024, and submit an appeal to the Selection Committee by the 25 of
January 2024, through the electronic e-mail address administ.nairobi@itamaraty.gov.br. The
Selection Committee will respond individually to each request and will publish the final result of
Phase I and the dates for Phase II, no longer subject to appeal, by 26 January 2023.

4.9.1 – The candidates approved during Phase I and ranked top 10 (ten), according to item 4.2.6,
will be communicated by e-mail to participate in Phase II, with the preliminary result of Phase II
expected to be announced by 2 February 2024, at the reception of the Embassy, by posting a
notice, and on the Embassy website.

4.9.2 - Candidates may request a digital copy of the evaluation of the practical tests from Phase
II between the 5 and 6 of February 2024, and submit an appeal to the Selection Committee by
the 8 of February 2024, through the electronic mail administ.nairobi@itamaraty.gov.br. The
Selection Committee will respond individually to each request and will publish the final result of
Phase II, and therefore of the Selection Process, no longer subject to appeal, by 9 February 2024.

5 - Selection Process Schedule Dates

SELECTION PROCESS SCHEDULE DATES

Publishing of Selection Process 07/12/23
Registration Period 07/12/23 – 21/12/23
Written Test (Phase I) 10/01/24 – 11/01/24
Written Test results and call-up for the
16/01/24
Interview
Interview (Phase I) 19/01/24
Preliminary Result of Phase I 23/01/24
Request copy of the evaluation assessments
24/01/24 – 25/01/24
from Phase I
Deadline to submit an appeal for the
25/01/24
preliminary results of Phase I
Phase I final result and release of dates for
26/01/24
Phase II
Practical Exam (Phase II) 30/01/24 – 31/01/24
Phase II Preliminary Results 02/02/24
Request copy of the evaluation assessments
05/02/24 – 06/02/24
from Phase II
Deadline to submit an appeal for the
08/02/24
preliminary results of Phase II
Phase II Final Result 09/02/24

6 - Hiring and validity period of the selection process

6.1 - The candidate ranked first will be hired, and his/her hiring will be processed after the
disclosure of the final result of the selection process, to start at the probable date of March 2024.
The hiring will be, however, conditioned to the presentation of:

a) all original documents required in this notice;

b) proof of physical and mental fitness to perform the duties, attested by an official Kenyan
institution or a doctor appointed by the Embassy.

6.2 - In the event of withdrawal of the candidate ranked first, non-compliance with the provisions
of items 2 and 4 above or unavailability to assume the functions within a reasonable period, the
candidate ranked second will be called for hiring, and so on.

6.3 - This selection process will be valid for 12 (twelve) months, counting from the date of
publication of its final result. Other candidates considered suitable, that is, those who have
obtained a minimum average of 60 (sixty) points in the final classification, may be called, if there
is, within the period of validity of this selection process, a vacancy of Support Assistant to provide
services at the Official Residence of the Embassy of Brazil in Nairobi.

6.4 - The contract will comply with the provisions of Kenyan labor legislation and the contract will
be signed as a temporary contract, with an initial term of twelve (12) months, subject to renewal,
and including a probation period for the first three (3) months of employment.

7 - Final provisions

7.1 - The dates provided for in this Notice may change, at the discretion of the Selection
Committee. In the case of new deadlines, the schedule of item 5 will be duly published.

7.2 - Any other changes in the terms of this Notice will be published on the website of the
Embassy of Brazil in Nairobi, at https://www.gov.br/mre/pt-br/embaixada-nairobi

7.3 - Embassy Address: EMBASSY OF BRAZIL IN NAIROBI, 123, Gardenia Road, Gigiri.

7.4 - Omitted cases will be decided by the Selection Committee.

Nairobi, 7 December 2023.

Selection Committee
Embassy of Brazil in Nairobi
 APPENDIX I

DECLARATION

I,_____________________________, ID number _____________, born in

_______________________, Kenya (or other country), on __/__/____ , DECLARE, for all the
purposes, that I am aware that the job to be performed for the Embassy of Brazil in Nairobi as a
Administrative Assistant does not represent in any way an employment or public service under
the Brazilian Law, being solely regulated by the Kenyan labor and social security laws. I also
declare that I am not a beneficiary of any pension paid by the Brazilian government.

Nairobi, ____ of December 2023.

Signature
________________________________
FULL NAME OF THE CANDIDATE