View Vacancy - Project Support Officer (01/22 ABJ)

Main Purpose of Job

The post-holder will support the UK Health Security Agency (UKHSA) Official Development Assistance (ODA) funded International Health Regulations (IHR) Strengthening Project under the direction of the Higher Project Support Officer and the UKHSA Country Lead for Nigeria to ensure the coordination and delivery of identified outputs. The IHR Strengthening Project aims to contribute towards improving global health security through increased compliance with the IHR in selected countries and regions in Africa and Asia. The post holder will play a crucial role in supporting the various projects within the workplan agreed with the Nigeria Centre for Disease Control and other partners, ensuring activities are delivered to time, within scope and resource allocation.

The post holder will deliver a range of administrative, logistical and project co-ordination activity, on behalf of the IHR Strengthening Project in Nigeria, enabling the delivery of expertise on the ground. The post holder must be fluent in English, have excellent organisational, prioritisation and coordination skills to meet complex logistical and operational deadlines. The post-holder will provide support to the UKHSA Lead for Nigeria, to ensure the coordination and delivery of identified outputs, playing a crucial role in supporting the various projects within the workplan agreed with the Nigeria Centre for Disease Control (NCDC) and other government departments and stakeholders, ensuring activities are delivered to time, within scope and resource allocation.

The post holder will have strong communication skills, be able to work in a team and independently. He/she must also be able to engage effectively and develop excellent working relationships with a wide range of individuals and stakeholders at local, national and international levels. While the post will be based in Abuja, occasional national and international travel may be required. This post offers an excellent opportunity to gain exposure and experience of working in a fast paced and innovative environment and is an ideal chance for someone looking to begin a career in project and programme management. The ideal candidate must have a flexible approach to meet the needs of the service, be able to work to tight deadlines, be a good multitasker and be able to handle a number of competing priorities at any one time.

Main Duties and Responsibilities

Office Management

• Provide comprehensive administrative and logistical support to the IHR Project in Nigeria and UKHSA technical teams
• Summarise correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met
• Manage incoming correspondence and emails, including that of a confidential and sensitive nature, exercising independent judgement to initiate appropriate action
• Assess and prioritise own workload within given timeframe, to meet project schedules
• Support projects by developing and identifying resources required, ensuring all materials and resources are current and appropriate
• Liaise with external logistics providers to support the needs of incoming UKHSA technical teams and in country partners.
• Manage own workload and activities, including emails and diary management of other relevant team members,
• Participate in self-development to continually improve performance/systems and undertake development activities that are identified

Project Support

• Trouble shooting for the Country Lead experiencing technical and operational issues. Alert Higher Project Support Officer to urgent issues arising
• Make judgements and provide information involving a range of job-related facts or situations some of which require analysis and comparison of a range of options.
• Write briefings and reports as required
• Identify errors or problems, take action as necessary to resolve and/or notify the Country Lead
• Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify Higher Project Support Officer
• Plan and organise defined aspects of project delivery under the guidance of the Higher Project Support Officer
• Review procedures or systems to identify improvements, simplify processes and decision making, capturing changes in operational ways of working and incorporating these into the programme’s SOPs
• Assist with the orientation of UKHSA technical teams on arrival in Nigeria providing local knowledge and understanding.

Communication and Stakeholder Engagement

• Communicate with a wide range of health and other professionals both locally, nationally and internationally
• Provide an effective and professional service when liaising with colleagues, partners, stakeholders and the public using tact and diplomacy to encourage effective working when dealing with any communication difficulties
• Liaise and negotiates with staff and other teams to support the efficient running of projects and business functions including communications
• Respond to enquiries from key stakeholders to provide information in line with agreed protocols and procedures
• Support the planning of meetings, high level events and conferences, working with the local service provider and the Higher Project Support Officer.

The above is only an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by the directorate. These responsibilities may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

• Previous experience in similar administrative role in public sector or with bilateral/multilateral organisations.
• Proven administrative experience, including complex diary management, arranging high profile meetings and events.
• Experience drafting briefing papers, reports and presentations.
• Knowledge of administrative procedures, project management and information analysis.
• Excellent written and oral communication skills on complex matters, often requiring persuasion and influence.
• Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales.
• Adaptability, flexibility and ability to cope with uncertainty and change.
• Ability to handle strictly confidential information from internal and external sources whilst always adhering to best practices of confidentiality.
• Computer literate and proficient user of Microsoft programs such as Outlook, Word, Excel and SharePoint.
• An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day-to-day working practices, but also in relation to management systems
• Understanding of global health including the health challenges of low and middle-income countries
• Experience of organizing events/conferences Ability to analyse and interpret information and recommend appropriate actions/ workshops