View Vacancy - Programme Assistant (Political and Bilateral Affairs-Political Section)

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 identity, 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.
Foreign, Commonwealth and Development Office (Policy & Political roles)
Political

Main purpose of job

To provide adminstrative support to the Programme Manager to enable effective and efficient delivery of the British High Commission’s programme fund in India.  To facilitate effective cross-team delivery between programme and policy leads, and between New Delhi and  the  other Deputy High Commissions in India.

Roles and responsibilities 

Project and Programme Administration

  • Requisitions for all projects, travel, goods/ service receipting for all projects and  processing invoices and bills on project.
  • Maintain the Political Internal IT filing system and ensure folders are correctly set up, labelled and archived in I-records as required.
  • Process payments for the Political Team through PRISM (Oracle-based accounting system). 
  • Liaise with the IT Dept to ensure that IT equipment and systems are maintained and in working order at all times.
  • Liaising with Accounts Dept to ensure prompt payment of authorised payment requests and ensuring payments are made to implementing agencies.
  • Making travel arrangements and hotel bookings for official visitors (including assisting with visit programmes like fixing appointments and arranging transport).
  • Programme Secretariat co-ordination; organising the quarterly. Programme Fund Board meetings; proposing agenda and drafting minutes.
  • Filing (including overall responsibility for electronic registry files), faxing and photocopying duties. Team meeting coordination and administrative support.
  • Update and maintain database of programme and human rights contact.
  • Assist with Political Team meetings – facilitating room bookings, sending out meeting requests and book catering.
  • Assist the team with other ad-hoc administrative tasks such as scanning, travel bookings etc.
  • Liaison with implementers on progress reports and financial reports, including checking and verifying supporting documents submitted. Bring to the notice of the relevant Programme Managers any discrepancies and sort the issue with implementers.
  • Accounts audit check of projects.
  • Maintenance of intranet and BHC website resources on the programme.

Project Management

  • Maintain and update financial management processes indicating the expenditure as well as profiles for each project.
  • Analysis of transaction level report and liaison with London programme team on action.
  • Managing the programme spend on the FCO system Hyperion.
  • Help the team in identifying good projects and implementers for the annual human rights and bilateral programme budget bidding round.
  • Facilitate selection process by commenting on bids; monitoring project progress, assessing whether project outcomes contribute to the objectives of programme ,reporting to London.
  • Attend meetings and prepare minutes or meeting summaries.

Visits and project events

  • Work with the programme manager and team to prepare visit events, collate briefing, provide on the ground support and act as event lead during VIP visits when necessary.
  • Provide administrative support (e.g. book travel, process payments) for Ministerial and other official VIP visits and events.
  • Arrange logistical support such as travel and venue bookings and catering. Coordinate guest lists and issue invitations.
  • Provide assistance when necessary to project team with organising project events.

  • A university degree.
  • At least two years of experience in administrative work, accounting/finance, or other substantive area is required.
  • Microsoft Excel, Powerpoint and Word Experience.
  • Previous programme management skills – including experience of working in a busy office environment and team working.
  • Experience of prioritising and using own initiative to deliver work in an office environment.

  • At least two years of previous experience in project administrative and financial management or related work for a donor organization, consulting company, or NGO is an advantage.
  • Previous experience with financial management of projects is an advantage.
26 March 2017
Administrative Officer (AO)
Fixed Term
40 Hours
12 months
South Asia & Afghanistan
India
New Delhi
British High Commission
1
INR
Salary will be Rs. 34684 per month together with a 12% provident fund and 6% Special Allowance.
1 May 2017

For British High Commission (BHC) candidates, the Local Staff BHC Terms & Conditions will apply. For other than British High Commission candidates, Salary will be Rs. 34684 per month together with a 12% provident fund and 6% Special Allowance.

Additionally the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with Rs 500,000 floater cover for your immediate family. 

The BHC is recognised as a good employer, with a robust, fair and transparent performance management & appraisal system linked to increments and staff bonuses. We have a 5-day working week, plus annual leave, public holidays, maternity leave provision, special leave, paid sick leave provision; ample development opportunities, travel opportunities, a good organisational culture, and excellent work/life balance.

Around half of our work force is women. We treat people with respect and equality and have a policy of zero tolerance for any form of discrimination, bullying, or harassment. This is a good opportunity to be part of a strong, diverse team, working in the biggest network that FCO has anywhere across the globe.  We are aiming to make it the best.

To Apply:

  • Completed the Online Job Application Form
  • Attach a detailed CV
  • Appraisal form of last two years ( Internal candidates)

Please Note :

  • Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered.
  • Only shortlisted candidates will be contacted and no telephone enquires will be dealt with.
  • The appointment will be subject to Police Verification and other checks including references, educational and professional.

We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.