The jobholder will be required to support programme administration team and advisers within British Embassy’s Programme teams.
Financial Administration (40%):
- Keeping up-to-date records of all financial expenditure for the Ethiopia Programme.
- Ensuring Payment Authorisation Form have been appropriately completed.
- Maintain a list of all payments against each project.
- Follow up on any outstanding invoices.
- Maintain the Programme Spreadsheet and provide information to the Programme Team for financial returns.
- Make consultancy payments within the deadline.
- Ensure all disputed invoices are recorded.
- Follow up on suspense amounts and provide update on progress.
Project Administration (40%):
- Drafting project documentation e.g. completing the information on the Project Header Sheet and Authority to Engage Form for employing Consultants.
- Support the Programme Team by liaising with HQ functional Departments (Accounts team in the UK, Procurement Department, etc)
- Ensure required documents are provided on time for setting up of management information on the applicable system /ARIES.
- Ensure that all reports are received from project implementers / partners on a timely basis.
Administrative Support (20%)
- Help in organising visits/meeting/trainings/workshops (handling logistics, sending out invitations and appointments, , organising refreshments, taking minutes and circulating in a timely manner).
- Provide administrative support to the Programme Team.
- Take note of the entire programme meeting.
- Ensure that all programme events, consultants visits are on the calendar.
- Provide ad hoc support to the team as required.
- Basic knowledge of the systems and processes related to expenditure management on projects and programmes.
- Knowledge of the Accountable Grant Scheme procedures and how to check and monitor this scheme.
- Understanding of the Programme Cycle Management.
- Understanding of the importance of accurate and up-to-date management information.
- Basic knowledge of financial administration
Salary : ETB 23,072.25 gross monthly. (Paid 12 times)
- Ability to organise and prioritise own work and deal with a number of matters simultaneously avoiding backlogs of work.
- Ability to take responsibility for quality of work, and able to correct and learn from errors.
- Ability to identify and resolve minor work problems, for example in the checking and payment of invoices.
- Computer literate and familiar with basic features and use of CODA/MIS and PRISM.
- Able to create and use simple spreadsheets.
- Able to create clear and accurate first drafts of project documentation, correspondence, and minutes or notes of meetings.
- Able to listen well and communicate effectively with colleagues in British Embassy and externally.
How to Apply
The full Job Description, Application Form and Civil Service Behaviours can be found at: https://www.gov.uk/world/organisations/british-embassy-addis-ababa/about/recruitment
- The candidate must complete the Application form and send it to [email protected] with a copy of their most recent CV.
- Please quote the following reference number when applying “ETH2150”. Failure to do so may result in your application not being viewed.
- Closing date of applications is midnight on 14 November 2021. 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.
- Applicants must be legally authorised to live and work in Ethiopia.
- Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
British Embassy 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.