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Department for International Development (DFID) Vacancy For A Programme Assistant: SAIC {Staff Appointed In Country} Grade C1
Posted by on Jan 22, 2008, 05:17
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Background
The Department for International Development (DFID) is the arm of the British government responsible for development assistance. The DFID Sierra Leone Country Office is advertising for a Programme Assistant (Grade SAIC C1).
The Programme Assistant will support the work of the Deputy Programme Manager, and the Sector Advisers in taking forward work that cover the key themes supported by DFID in Sierra Leone and Liberia. The areas of responsibility of the team are the health and education sectors in Sierra Leone; and the Governance, Security, Health, Water and Sanitation Sectors for DFID Liberia.
Duties
1. Responsible for maintaining a team diary for key events, meetings and all travel for programme team staff and Advisers.
2. Provide practical administrative support for meetings and conferences. Assist with team events, such as workshops, conferences and seminars.
3. Register and file papers (Quest) quickly and accurately. Maintain programme-related files in accordance with DFID registry procedures.
4. Check invoices and process payments in line with DFID procedures.
5. Prepare Authority to Engage (ATE) forms for the recruitment of consultants related to programme funding and prepare delegated contracts for consultants recruited directly.
6. Draft letters, minutes and take notes as and when required. Photocopy and fax relevant documents.
7. Maintain expenditure spreadsheet on Team’s payment processes and project expenditure (possibly including monitoring of some budget lines).
8. Source information from the Internet and DFID’s intranet.
9. Maintain close contact and co-ordination with other team members, in-country DFID staff, consultants, NGOs and advisers, and DFID departments in the UK.
10. Circulate and collate comments made by assessors participating in the selection process of new proposals.
11. Prepare first draft responses to proposals and public enquiries.
12. Act as the first point of contact for travel/visa/accommodation and issues relevant to the team and arrange as appropriate.
13. Develop knowledge of the programmes undertaken by the team, and engage in programmatic decision making.
14. Other administrative duties as allocated in the team.
Applications:
Applicant must demonstrate, by giving examples, the ability to work under pressure and meet tight deadlines; team working skills, ability to multi-task and demonstrable proficiency in IT (especially the use of Word, Excel, and the Internet). Good interpersonal skills with the ability to communicate well in a busy team environment are also essential. The successful applicant will be expected to be flexible and prepared to learn new systems and procedures designed specifically for DFID. Full training on these will be provided.
All applications must be submitted using the DFID application form showing how the relevant DFID Core Competences will be met for the post. Application forms and details of DFID’s core competences for this post can be requested by email sent to dfid-sl-hrs@dfid.gov.uk or collected at the DFID/SL office (5 off Spur Road).
Completed Applications can be delivered to the DFID office or preferably emailed to dfid-sl-hrs@dfid.gov.uk, the title specifying the post. Applications will not be acknowledged and only short listed applicants will be contacted.
Closing date for receipt of applications: Thursday 31st January 2008.
The selection process, which will take the form of a set of written tests for short listed candidates, followed by an interview, will be held in Freetown. Applicants are expected to cover their own travel costs.
Enquiries/Applications to: The Human Resources Manager - (Tel: 233620/234388)
DFID Sierra Leone
5 off Spur Road
Freetown
Vacancy for A human resources Assistant:
SAIC {Staff Appointed In Country} Grade C1
Background
The Department for International Development (DFID) is the arm of the British government responsible for development assistance. The DFID Sierra Leone Country Office is advertising for a Human Resources Assistant (Grade SAIC C1).
The HR Assistant will support the work of the Human Resources Manager in maintaining HR management systems in accordance with DFID global procedures and best practices and DFID Sierra Leone’s Management Framework.
Duties
1. Help draw up and maintain records, ensuring confidentiality, of Staff Appointed In Country (SAIC) contracts of employment; leave/sick records; maintain and update local pay scales; handle enquiries on medical and welfare issues, administrative help on health and safety and maintaining the accident register, process medical claims and keep records on medical expenditure
2. Help facilitate the integration of UK-based staff in their new posts including accreditation; work permits/extensions, ID cards; maintain stocks of medical bags and replenish/order supplies from UK Headquarters. Ensure the Staff Welcome Pack is updated regularly.
3. Assist in developing a new Induction pack for DFID Sierra Leone staff.
4. Maintain travel records, including flexible travel records for UK based staff.
5. Assist the HR Manager with the preparation of the DFID Sierra Leone SAIC payroll (future role).
6. Maintain personnel records and housing files.
7. Implement Quest in the HR section (including scanning of the section’s documents, data migration, integration and management of documents/files)
8. Maintain the Customer Satisfaction Survey study when completed.
9. Draft responses when necessary and keep records of all incoming correspondence.
10. Carry out photocopying, scanning, binding and the lamination of Section documents.
11. Maintain all records pertaining to local contracts and ensure that copies are filed and electronically quested according to contract number.
12. Help the Training Liaison Officer follow up training requirements for UK/SAIC staff from the agreed Learning goals.
13. Provide cover for the Receptionist as and when required
14. Other administrative duties as allocated in the team.
Applications:
Applicant must demonstrate, by giving examples, the ability to work under pressure and meet tight deadlines; team working skills, ability to multi-task and demonstrable proficiency in IT (especially the use of Word, Excel, and the Internet). Good interpersonal skills with the ability to communicate well in a busy team environment are also essential. The successful applicant will be expected to be flexible and prepared to learn new systems and procedures designed specifically for DFID. Full training on these will be provided.
All applications must be submitted using the DFID application form showing how the relevant DFID Core Competences will be met for the post. Application forms and details of DFID’s core competences for this post can be requested by email sent to dfid-sl-hrs@dfid.gov.uk or collected at the DFID/SL office (5 off Spur Road).
Completed Applications can be delivered to the DFID office or preferably emailed to dfid-sl-hrs@dfid.gov.uk, the title specifying the post. Applications will not be acknowledged and only short listed applicants will be contacted.
Closing date for receipt of applications: Thursday 31st January 2008.
The selection process, which will take the form of a set of written tests for short listed candidates, followed by an interview, will be held in Freetown. Applicants are expected to cover their own travel costs.
Enquiries/Applications to: The Human Resources Manager - (Tel: 233620/234388)
DFID Sierra Leone
5 off Spur Road
Freetown
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