Summary
Date Posted: 8th April 2019 , Base Salary: Not Disclosed , Employment Type: Full_Time , Currency: UGX , Value: 1000000 , Minimum: 700000 , Maximum: 3000000 , Period: MONTH

JOB DETAILS:
  POSITION: C1 PROGRAMME ASSISTANT
SALARY: UGX 39,486,508 – 63,157,531 PER ANNUM
DURATION: PERMANENT
REFERENCE NO: UGA/0119
Summary of the role.
The role will be based in DFID Uganda. We are looking for a dynamic and effective individual to take on the role of a Programme Assistant. The Programme Assistant will provide high quality and timely administrative support to a programme team, and to the team’s programmes/projects. The role will be housed in DFID Uganda’s Humanitarian and Inclusion Team. The job holder will report to the Deputy Programme Manager, he/she will get support from others for the cross-cutting support responsibilities and professional development..

Key Duties and Responsibilities:
We are looking for a motivated individual to:
• Provide administrative and logistical support to the programme team.
• Arrange internal and external meetings.
• Arrange transport bookings for the team when required.
• Support general team activities as required, for example: maintains Microsoft Teams, manages the schedule of team meetings Programme support.
• Proactively follow up with suppliers/partners to ensure invoices are received on time. Keep track of project, contract, Accountable Grant, Memorandum of Understanding deadlines and payment milestones.
• Scrutinize and promptly process invoices in line with DFID requirements, ensuring adherence to DFID financial management rules and principles and deadlines.
• Support the Senior Responsible Officers (SRO) to manage budgets by ensuring that the budgets for programmes are aligned to forecasts throughout the year and monthly variances are within 5%.
• Maintain accurate and up to date financial records which demonstrate a clear audit trail for all DFID financial transfers. Ensure timely monthly reporting of accruals and prepayments; and large cash payments to the Finance Manager.
• As an in putter, ensure the data/information in electronic financial management system (ARIES) and the Aid Management Platform (AMP) is accurate, comprehensive and updated in a timely manner.
• Ensure all necessary information relating to support of programmes and teams is saved promptly in the DFID archive system.
• Support effective monitoring of assets, conduct spot checks as required and maintain up-to-date asset inventories.
• Support procurement, including completing Procurement Initiation Documents and raising requisitions in ARIES.
• Provide support in identifying and taking forward communications opportunities, and ensure implementing partners take forward the UKAid branding guidelines. Other responsibilities:
• He/She is expected to participate in project exercises, including but not restricted to: Annual Reviews, updating delivery plans, delivery chains,
• Project Completion Reviews, Due Diligence Assessments and Asset/ Financial Spot Checks. Individuals may be assigned additional corporate responsibilities for team and/or business unit according to capability and workload considerations.

Qualifications and Experience. Essential:
• A degree in Business Studies, Development Studies, Social Sciences or a related field.
• Three years’ experience in a similar role.
• Proficiency in the Microsoft suite of applications i.e. Word, Excel, Outlook etc.
• Strong administrative, organizational and project management skills with the ability to juggle competing demands and work on several projects simultaneously.
• Excellent interpersonal, written and verbal communication skills.
• Ability to work as part of a team.
• A very high standard of personal integrity.
• Ability to prioritize effectively and work to deadliness.

  Core UK civil service competencies:
Candidates should be able to clearly demonstrate in their application examples of the following Civil Service Behaviors:
• Delivering at pace
• Managing a quality service
• Working Together
Level 1 should be used when completing the application form. Technical Competencies please refer to the detailed job profile. Details of the above UK Civil Service Behaviors competencies are available by clicking this link.
For more information on the details of the position or to download the application form, please follow the link below:
https://www.gov.uk/government/world/organisations/dfid-uganda/about/recruitment .

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Job application procedure
• The candidate must complete the application form and send it to the AfricaHRHubRecruit@DFID.GOV.UK  with a copy of their most recent CV.
• Please quote the following reference number when applying “UGA/0119”. Failure to do so may result in your application not being viewed.
• Closing date of applications is midnight on 23rd April 2019. Applications shown as being received after this time will not be accepted.
• Feedback will only be given to candidates who reached the interview stage.
• Failure to follow the outlined procedure may result in the application not being considered
• While we thank all applicants for your interest, only those selected for interviews will be contacted. Any form of lobbying will lead to automatic disqualification.
• Applicants must be legally authorized to live and work in Uganda. DFID is committed to equal opportunities in its staffing policy and does not discriminate on the grounds of race, gender, age, religion, sexual orientation or disability. Selection will be on merit. Persons with disabilities are encouraged to apply.

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