Programme Assistant  

(Africa Peace & Security Programme, CSSF) A2 - (35/19 ADD)  

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category:  Foreign and Commonwealth Office (Policy & Political roles)

Job Subcategory: CSSF - Conflict Stability and Security Fund

Job Description (Roles and Responsibilities)  

Main purpose of job:

The Conflict, Stability and Security Fund (CSSF) is one funding mechanism for delivering the United Kingdom (UK) objectives on security and stability in East Africa and the Horn. There are four CSSF programme teams in the region. One of these is The Africa Peace and Security programme, based in Addis Ababa (Ethiopia). 

The CSSF Africa Peace and Security (APS) programme comprises two components: support for the African Union Peace and Security Architecture, in particular early warning and conflict prevention; and, initiatives implemented by the British Peace Support Team to enhance AU and UN capability on Peace Support Operations. 

The post-holder will provide cross-cutting administrative, financial and programme support in delivering these two components. S/he might provide additional finance and administrative support as required. 

The APS programme is led by a Team Leader, with two Senior Programme Managers: one focusing on the African Union, and the second on the British Peace Support Team (BPST). This post will be line managed by the AU Programme Manager but will also have a key relationship with the BPST Senior Programme Manager.  

The post involves working with a large number of UK Government stakeholders in Addis, Nairobi and London.  The post holder will be supporting the Senior Programme Managers in delivering accurate forecasting, providing robust financial management at project level, and improving project management process across the programme. S/he will be supporting procurement and other CSSF compliance requirements across the portfolio. S/he will also support the APS Team on administrative and logistic arrangements.  

Roles and responsibilities:

• Assist in the production of financial reporting on all programme components across the APS portfolio, working together with the APS Senior Programme Managers and the Regional Financial Manager. This includes: preparing and updating Activity Based Budgets, monthly financial reporting, Official Development Assistance reporting, quarterly financial reporting, ensuring fund transfer to partners/implementers and monitoring financial risks.
• Develop and maintain mechanisms to monitor spend vs. forecast, regularly reviewing spends, looking at value for money (VFM) and challenging where necessary.
• Provide scrutiny and analysis of financial submissions from project partners.
• Support compliance requirements by co-ordinating due diligence, occasional audit, spot-checks on implementing partners’ financial submissions.
• Procurement and contracts management support: provide support to the senior programme managers on procurement processes and managing contracts across the portfolio.
• Keep abreast of CSSF rules and guidance and learn and share lessons to ensure that programme components /projects are set up and implemented according to CSSF compliance – such that components level risk registers and results frameworks are in place, value for money is optimised, transparency requirements are met and that projects are gender and conflict sensitive and human rights compliant. 
• Administrative support: arrange meetings and events for team – including booking meeting rooms and multipoint Video Conferencing connections for meetings such as strategy and programme boards.
• Maintain strong and proactive working relationships with HMG and external stakeholders in Addis, Nairobi and London.
• Participate as appropriate in policy discussions to develop broader knowledge of policy and make the linkages to programmes.
• Conduct other ad hoc tasks as required. 

Resources managed (staff and expenditure): 

• No line management responsibilities. 

• Will support in managing an average of £8m programme budget annually.

Essential qualifications, skills and experience  

• Bachelor’s University degree
• Experience of working with International Organisations, Non-governmental organizations or diplomatic missions 
• Project /Programmes financial management experience
• Experience in Administrative Work and /or  Office management 
• Knowledge in supporting development projects/programmes
• Excellent IT skills: Microsoft Word, Outlook and Excel (advanced skills in Excel would be useful)
• Excellent communication and interpersonal skills and the ability to effectively communicate with people from a wide range of background
• Fluent spoken and written English  

Desirable qualifications, skills and experience  

Excellent organisational skills 

A flexible and proactive approach; willingness to work in support of different areas of Embassy objectives as needed

Ability to work independently, set priorities, monitor own workload and meet deadlines  

Required competencies  

Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service, Delivering at Pace

Application deadline: 11 November 2019

Grade:  A2 (L)

Type of Position: Fixed Term

Working hours per week:  36

Duration of Post:  36 months

Region: Africa

Country/Territory:  Ethiopia

Location (City): Addis Ababa

Type of Post:  British Embassy

Number of vacancies: 1

Starting monthly salary:  ETB 17,292.41

Start Date: 1 December 2019

Other benefits and conditions of employment  

 Working patterns:

• Some home working possible in principle (if IT systems can operate)
• Flexible working patterns possible with agreement from line manager 

Learning and development opportunities:

Opportunities for learning and development in this role include project and programme management trainings and qualifications, financial and procurement trainings as well as on-the- job training of purchase-to-pay system i.e. PRISM