Programme Assistant _AO at British High Commission Nairobi

Main purpose of job:
     

• The successful candidate will be part of the British Embassy Mogadishu Counter Terrorism team providing administrative and project support, to include monitoring project expenditure, developing and maintaining mechanisms and systems to monitor spend against forecasts and delivering value for money within an overall programme budget. 

Roles and responsibilities / what will the jobholder be expected to achieve?

• Working to support the Counter Terrorism (CT) team, the successful candidate will be responsible for managing project related resources and information.  They will report to the CT Programme Officer based in Nairobi.  

Administration 50%

• Manage and coordinate logistics for project/programme related training activity, team meetings, events, visits and workshops including organising flight, transport and hotel bookings.
• Provide secretariat support to programme boards including coordinating meetings, collating and distribution of meeting papers, circulating the agenda and drafting minutes as required.
• Provide administrative support to the programme teams during compliance and programme reporting by preparing data/material needed for routine reporting to seniors and other stakeholders. Manage the programme’s calendar to ensure key programme deadlines are met.
• Liaise with colleagues across the Counter Terrorism Network to facilitate progress on issues of interest to the programme.  
• Support wider team priorities as required, be flexible in responding to challenges that emerge outside of your usual area of responsibility.  
• Contribute to the corporate needs of the wider Somalia network.

Finance 40%

• Manage and monitor project expenditure and maintain financial and progress reports. Review and process expense claims and invoices for both programmes, manage the reconciliation of expenses with the forecasts, review implementing partners’ activity-based budgets and provide data from FCDO accounting system and implementing partners for the monthly financial reporting requirements. 
• Provide end to end support for procurement activity including fulfilling prism related responsibilities such as requisitioning, receiving, and troubleshooting invoices on hold, processing payment of supplier invoices and providing data for financial reporting requirements.
• Maintain records and information on programmes activities and expenditure.

Programme 10%

• Act as initial point of contact for project/programme related enquiries for project-related enquiries.
• Occasional trips to Mogadishu with to engage with implementers, stakeholders and the wider team. 

Essential qualifications, skills and experience  

• Experience of working in a project or programme environment particularly financial and budget management skills, strong administrative and organisation skills including working knowledge of Microsoft Excel, Word and Power Point. Able to work under minimum supervision.

Desirable qualifications, skills and experience  

• Formal qualification or professional accreditation in project management would be an advantage.

Required behaviours  

• Changing and Improving, Managing a Quality Service, Delivering at Pace, Working Together