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Job Type:Embassy

 

Fields of Education: BA Degree administrative service management or other related fields

 

Organization: British Embassy Addis Ababa

 

Salary : ETB 12,835PER MONTH

 

Posted:2016-03-23

 

Application Dead line:2016-03-31

 

 

 

A vacancy has arisen in the FCO programme team at the British Embassy Addis Ababa for a Programme Assistant. The successful candidate will be awarded a contract until 31 March 2016, renewable subject to completion of probation, performance and funding. The position is graded at A2 ,for which the current salary starts at ETB 12,835 per month before deduction of tax.  Where the successful candidate is not liable to pay Ethiopian tax, the salary will be abated under HM Treasury regulations to take account of the tax they would have paid.

 

The Role

 

We are seeking a flexible and proactive Programme Assistant to provide logistical and administrative support to the Addis Ababa Programme Team which is part of a regional team working across Eastern and Central Africa.

 

Key Responsibilities

 

The programme assistant will be responsible for giving administrative support to the Bilateral Programme and financial management support to the Returns and Reintegration Fund, while providing other administrative and logistical support to the wider team.

 

The successful candidate will be the first point of contact for bilateral fund inquiries. They will maintain good relationships and liaise with different sections internally such as the Corporate Services on behalf of the team. They will also need to develop an understanding of FCO payment and purchase processes.

 

The main duties will include

 

Administrative Support to Projects

 

  • First point of contact for all project fund requests  
  • Ensure implementers fully understand administration procedures for bilateral projects
  • Collate internal project bid documents, review external proposals  and compile contracts with the support of the project manager
  • Provide administrative support in monitoring of bilateral projects and supporting the project manager in all administrative aspects of project management

 

Team Administration

 

  • Lead on the organisation of all logistics and travel arrangements for the programme team and their visitors
  • Organise meetings and other events for the team
  • Coordinate extensively with the Corporate Services team and liaise as necessary with staff members across other sections on behalf of the Programme team
  • Filing relevant documents and scanning papers for the team

 

 

Financial Management

 

  • Retrieve all programmes’ monthly actual spend from PRISM (internal financial system) and provide it to the Programme leads
  • Facilitate the set up of new implementer/suppliers on PRISM
  • Ensure payment to suppliers for travel arrangements  to the team
  • Support on the financial management of the RRF programme

 Ad-Hoc support to wider cross Embassy objectives (including organising events and being part of different committees).

 

 Required Skills:

 

The successful candidate will require an excellent command of the English Language, strong administrative and IT skills (Microsoft Excel and Word are essential). They should be effective communicators both orally and in writing when providing advice or responding to demands from inside and outside the organisation. S/he should be highly organised, able to take the initiative and to work accurately within deadlines.  Given the nature of work, the candidate will be expected to be a good team player and able to prioritise and decide task order so as to make efficient use of their time.

 

The successful candidate should have –

 

  • BA Degree – administrative service management or other related fields
  • Experience of managing budgets will be an advantage
  • Fluent English (spoken and written) is essential
  • Flexible and proactive approach, willing to work in support of different Embassy objectives
  • Excellent organisational skills
  • Excellent IT skills including use of Microsoft Word, Excel and Outlook  
        

 Key Competences:

The candidate should be able to demonstrate the following civil service competencies to level 1:

  • Collaborating and Partnering - creating and maintaining positive, professional and trusting working relationships with a wide range of people within and outside the office to help get business done.
  • Delivering at Pace - focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. Working to agreed goals and activities and dealing with challenges in a responsive and constructive way.
  • Managing a Quality Service - being organised to deliver communications objectives and striving to improve the quality of communications, taking account of diverse customer needs and requirements. Planning, organising and managing time and activities to deliver a high quality and efficient service, applying programme and project management approaches to support delivery.
  • Changing and Improving - being open to change, suggesting ideas for improvements to the way things are done, and working in ‘smarter’, more focused ways.
  • Making Effective Decisions – being objective; using sound judgement, evidence and knowledge to provide accurate, expert and professional advice. Showing clarity of thought, setting priorities, analysing and using evidence to evaluate options before arriving at well reasoned justifiable decisions.

 NOTE:

  • All applicants must be legally able to work in Ethiopia with the correct visa/status or work permit.
  • The British Embassy in Addis Ababa is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.
  • Employees recruited locally by the British Embassy in Addis Ababa are subject to Terms and Conditions of Service according to local employment law in Ethiopia.
  • Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of diplomats will have their salaries abated by an equivalent amount.
  • Reference checking and security clearances will be conducted.
  • If you have not heard from us 3 weeks after the closing date, please consider your application unsuccessful.  Any questions you may have about this position will only be answered during interview, should you be invited.

 To Apply

Please read these notes carefully to ensure that your application is received and processed.

 

All applicants should submit a covering letter of no more than 300 words stating why they are a suitable candidate for the position along with a copy of their CV in English and also indicate where they saw the advert, by email to: Recruitment.Africa6@fco.gov.uk

 

 

All candidates should use the following subject line for their email:23/15 ADD Programme Assistant.

Please submit only the requested documents.  Please also ensure that your email including attachments is no larger than 2 megabytes, otherwise it may be rejected by your email system or the systems through which it will pass en route to us.

 

Internal candidates and spouses of diplomatic officers: Please quote in the subject line of your email, the Vacancy Notice No: 23/15 ADD:  Programme Assistant and also indicate that you are an internal candidate or the spouse of a diplomatic officer.

 

Applications will only be accepted by em

 

 

 

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