The primary aim of the British Government’s Department for International Development (DFID) is reducing poverty, and achievement of the other Millennium Development Goals. DFID Kenya and DFID Somalia are responsible for the delivery of DFID's development and humanitarian assistance and policy work in Kenya and Somalia. DFID Kenya and DFID Somalia are part of the British High Commission in Nairobi, Kenya.
Vacancies have arisen for Programme Assistants based in our Nairobi Office. The jobholder will be a member of either DFID Kenya or DFID Somalia programme team. The vacancies are within the following Sector Programmes: Accountability & Results; Humanitarian; Wealth & Vulnerability, Governance &Security/Peace-Building; Education& Health and Community Development and Policy.
Job Profile - Responsibilities
The overall role of the jobholder is to provide administrative support to the Programme Management Teams and Advisers, which includes specific responsibility for a number of selected projects as well as programme management responsibilities within the overall section. The post holder will need to be enthusiastic, self-starting, quick thinking and motivated as they will be called upon to oversee and manage a wide range of issues that arise within the section. The ability to work well with others in a team is essential. Other duties are as follows:
The post holder will work alongside members of either DFID Kenya or Somalia Team. Within DFID Kenya or DFID Somalia, the jobholder will be in regular contact with staff from C1 to A1 as well as staff from HQ in London and East Kilbride.
Externally, the job-holder will be in regular contact with Government officials, other development partners, consultants and procurement agents.
The job-holder will be line managed by one of our Senior Programme Officers within the team.
Ensure that tasks are managed effectively and in accordance with DFID rules and procedures.
In liaison with the lead adviser and other members of the Programme Management Team, work closely with our partners in:
Assisting with management of the project portfolio – and other programmes in the Kenya or Somalia programme as appropriate. This may involve:
-> Commenting on proposals;providing inputs to first drafts of submissions recommending support; issuing project documentation such as Memorandums of Understanding (MOUs) / accountable grants / no cost extensions;
-> Monitoring progress; dealing with day-to-day problems / requests; coordinating annual reviews;processing payments in line with DFID’s principles and guidance; passing for payment within set time-frames and maintaining accurate financial forecasts; in line with DFID’s forecasting requirements.
In consultation with colleagues as appropriate, filter incoming project proposals, and draft routine correspondence including responses to requests for funding.
Ensure electronic copies of all final documents are saved on Quest (DFID’s electronic Record Management system).
Maintain and update register of DFID assets and carry out spot checks of assets held by projects.
On occasion, arrange team meetings, visitor bookings, save documents to Quest and print large/complex attachments.
Carry out any additional tasks requested of team members
Provide cover for other team members and contribute to coherent team working.
Personal Profile - Qualifications
Demonstrate excellent written and spoken English and IT skills, including knowledge of Windows Word and Excel applications and an ability to learn DFID systems. These skills are a pre-requisite. Candidates with Somali language skills are also desired for posts within the Somalia programme.
Demonstrate the following competencies:
Planning and Delivery of Work – Plans and organises work to meet individual, team and departmental objectives whilst achieving quality and value for money: Level 2
Analysis and Use of Information – Able to assess and interpret information in order to identify issues or problems: Level 1
Working with Others – Takes responsibility to build and maintain positive relationships and value the opinion of others: Level 2
Communicating with Others – Vary the way they communicate ideas and information ensuring their message is understood: Level 1
Organisational Awareness – Understands how their job contributes and delivers DFID goals in accordance with DFID values: Level 2