View Vacancy - Projects Assistant (07/19 KPL)
Main purpose of job:
To support the delivery of the High Commission’s projects. You will work closely with the Projects Officer and the political team to support the design, management and delivery of projects.To provide an effective, high quality clerical and administrative support service to the Political team.
The ideal candidate is likely to have strong administrative and communications skills, a keen attention to detail and experience of administering projects.
Roles and responsibilities:
- Receive and answer initial enquires on projects both by email and phone. File hard copy letters.
- Maintain and provide accurate project records and information in a reliable, retrievable and user friendly manner i.e filing, copying, scanning and recording all relevant project information.
- Prepare documents for meetings i.e sending meeting requests by email, drafting document lists, taking and recording minutes at project meetings.
- Chasing by phone and email –activity updates, Quarterly and end of project reports, financial accountability and any other requested information.
- Sending invitations for political team, and chasing for timely responses.
- Making meeting bookings, transport and visitor notification requests in advance of activities or when requested.
- Liaising with the accounts department regarding payments and inform line manager of any sudden changes to forecasts.
- Calendaring important project notifications and following up with reminders. To ensure that the each project calendar is up to date.
- Work with project implementers to ensure accurate activity work plans and subsequently update internal project calendars.
- To ensure that the line manger and other members of the Political team are aware of any issues on projects or any calendared activities.
- To ensure that project team meet deadlines.
- Any other administrative support (scanning, printing, telephone calls and emails) as requested.
- High level of administrative and clerical skills.
- Sound project and financial management knowledge, skills and experience.
- Close attention to detail and ability to prioritise in a fast-paced environment.
- Excellent communication skills – written, oral, one-to-one, group, formal presentations.
- Ability and willingness to undergo security vetting process
- A university degree in a relevant field;
- Experience of project management, including budget management;
- Minimum of three years relevant work experience;
- Experience in report writing, note taking and event planning
Learning and development opportunities:
- Training on British High Commission project processes and software.
Monday to Thursday 0830 to 1700 lunch break of one hour
Friday 0830 to 1300 no lunch break
All staff of the British High Commission are entitled to 25 days paid leave per year on commencement of employment. This increases to 30 days after five years continuous service. The leave year is 1 January to 31 December.
In addition to annual leave, the British High Commission observes a number of Ugandan and British public holidays each year. In line with FCO policy, this is generally up to a maximum of 14 days.
This position is largely officed based but will require some travel within Uganda. We are happy to consider applications for flexible working.
- Please complete the application form in full. Failure to do so may result in a determination that you do not meet the requirements for the position.
- Employees recruited locally by the British High Commission in Kampala are subject to the Terms and Conditions of Service according to local employment law in Uganda.
- All applicants must be legally able to work in the country of application with the correct visa/status or work permit.
- Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
- Reference and security clearances checks will be conducted.
- Any questions you may have about this position will be answered during the interview, should you be invited.
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework
- Successful candidates not resident in Uganda will be personally liable for costs and arrangements to relocate, including accommodation and work permits.
- Check your application and attachments before you submit your application, as you will not be able to make any changes once submitted.
- The British High Commission will never ask you to pay a fee or money to apply for a position.
This opportunity is closed to applications.