C1 Programme Assistants (two posts)

Main purpose

The Programme Assistants will support the work of the Programme manager and sector advisors. The areas of responsibility of the DFID programme covers Governance, Economic Development and Basic Services, as well as DFID operations in Liberia. They will ensure that essential administrative tasks are carried out in a timely fashion and to a good standard. They are expected to demonstrate the ability to co-ordinate across a number of teams.

Responsibilities

The full scope of responsibilities is likely to include:

• Team and office support functions

• Maintaining a team diary for key events, meetings and all travel for programme team staff and advisers

• Provision of practical administrative support for meetings and conferences; assisting with team events, such as workshops, conferences and seminars.

• Completion of Authority to Engage (ATE) forms for the recruitment of consultants related to programme funding and preparation of delegated contracts for consultants recruited directly.

• Draft letters and notes, and minutes of meetings, responses to proposals and public enquiries, as and when required.

• Filing of documents into DFID’s electronic registry

• Source information from the Internet or DFID’s intranet as requested

• Act as the first point of contact for travel/visa/accommodation and issues relevant to the team and arrange as appropriate

• Financial Management

• Checking invoices and processing payments in line with DFID corporate procedures

• Maintain expenditure spreadsheets on the Team’s payment processes and project expenditure

Essential skills and experience required

The successful candidate should be able to demonstrate:

• Programme management skills, including the ability to develop a good knowledge and understanding of programmes, engaging in programmatic decision making discussions and able to review and comment on progress reports.

• Strong interpersonal skills, good telephone manner and the ability to interact with staff at all levels.

• Good oral/written communication in English, including listening skills.

• Solid financial acumen.

• Strong organisational and time management skills, and initiative, with the ability to work effectively, flexibly; multi-tasking and prioritisation are essential for these positions.

• IT proficiency in Word, Excel and Internet use

Programme management responsibility will form a key part of the roles and the Programme Assistant will be mentored accordingly.

Competencies

Candidates should be able to clearly demonstrate in their application examples of the following competencies:

• Making Effective Decisions

• Delivering Value for Money

• Delivering at Pace

• Collaborating and Partnering

• Changing and improving

Salary scale: Le  43,656,000 – Le  73,548,000 per annum

Applications

Application forms can be obtained from the DFID HR Africa Regional hub in Pretoria (AfricaHrHubrecruit@dfid.gov.uk).

Completed application forms, with a CV and covering letter, should be returned to this email address with the title of “Vacancy: Programme Assistant – Sierra Leone” by midnight on Thursday, 19 May 2016. Applications shown as being received after this time will not be accepted.

The selection process will be held in Freetown and applicants are expected to cover their own travel costs.

DFID is committed to equal opportunities and staff development.