DFID Ethiopia require an Assistant Programme Officer who will be required to support the programme administration team and advisers.

Main Responsibilities:

The jobholder will be required to support programme administration team and advisers within DFID Ethiopia Programme teams.

Financial Administration (40%):

• Keeping up-to-date records of all financial expenditure for the Ethiopia Programme.
• Ensuring Payment Authorisation Form have been appropriately completed.
• Maintain a list of all payments against each project.
• Follow up on any outstanding invoices.
• Maintain the Programme Spreadsheet and provide information to the Programme Team for financial returns
• Make consultancy payments within the deadline
• Ensure all disputed invoices are recorded.
• Follow up on suspense amounts and provide update on progress.

Project Administration (40%):

• Drafting project documentation e.g. completing the information on the Project Header Sheet and Authority to Engage Form for employing Consultants.
• Support the Programme Team by liaising with HQ functional Departments (Accounts team in the UK, Procurement Department, etc)
• Ensure required documents are provided on time for setting up of management information on ARIES.
• Ensure that all reports are received from project implementers / partners on a timely basis.

Administrative Support (20%)

• Help in organising visits (logistics, appointments, messages, and permits).
• Provide administrative support to the Programme Team.
• Take note of the entire programme meeting.
• Ensure that all programme events, consultants visits are on the calendar.

KNOWLEDGE

• Working knowledge of the systems and processes related to expenditure management on projects and programmes.
• Knowledge of the Memorandum of Understanding, Accountable Grant, contract Scheme procedures and how to check and monitor these schemes.
• Understanding of the Programme Cycle Management.
• Understanding of the importance of accurate and up-to-date management information.
• Basic, but sound knowledge of financial administration.

SKILLS:

• Ability to organise and prioritise own work and deal with a number of matters simultaneously avoiding backlogs of work.
• Ability to take responsibility for quality of work, and able to correct and learn from errors.
• Ability to identify and resolve minor work problems, for example in the checking and payment of invoices.
• Computer literate and familiar with basic features of Microsoft
• Able to create and use simple spreadsheets.
• Able to create clear and accurate first drafts of project documentation, correspondence, and minutes or notes of meetings.
• Able to listen well and communicate effectively with colleagues in DFID and externally.

Duration: Fixed Term Contract 6 months

• Bachelor’s degree
• At least three years’ experience in relevant field
• Excellent written and verbal English communication skills

• The post holders will be expected to obtain security clearance from the UK government at an intermediate level.

Key core competencies required

• Delivering at Pace – timely performance with energy and taking responsibility and accountability for quality outcome
• Delivering Value for Money – efficient and effective and economic use of DFID finances to deliver services
• Managing a quality of service – being organised to deliver service objectives and striving to improve the quality of service,
• Collaborating and Partnering – create and maintain positive, professional and trusting working relationships with a wide range of stakeholders
• Leading and communicating – communicating with clarity, conviction and enthusiasm