Assistant, Programmes at FSD Africa

• The Programme Assistant is responsible for the smooth running of the project and general administrative functions of the FSD Africa Investment Pillars. The Programme Assistant makes an important contribution tthe achievement of FSD Africa’s strategy by freeing up the pillar staff tfocus on the substantive technical content of their roles
• The Programme Assistant works closely with the assigned pillar tensure that timely and quality support is given tall pillar staff and key stakeholders (e.g. consultants, implementing partners, important contacts).

KEY RESPONSIBILITIES AND ROLE REQUIREMENTS

New Project On-boarding

• Support the Pillar teams with the processes involved in gaining approvals for new projects, onboarding implementing partners (IPs), and procuring the professional services required for successful implementation:
• Ensure full understanding of each newly conceived project and the administrative support that will be required; work collaboratively with the team tdevelop plans and schedules for the onboarding process
• Assist with the preparation of all documentation required for the onboarding process:
• Assist implementing partners and project teams with grant applications in compliance with Investment Committee standards and requirements
• Liaise between the project team and the procurement team in the development of Terms of Reference and partner selection criteria
• Conduct KYC on partners which include Anti-Money Laundering and related business integrity checks
• Respond tKYC requests from partners
• Support the team in developing relationships with potential implementing partners; provide support tIPs as they navigate the onboarding process, ensuring that they are kept fully informed and given help with producing documentation tstandard (if required)
• Support the team in liaising with key suppliers tensure maintenance of good relationships and quality of service; liaise with the Legal & Contracts Manager as required tamend contracts and with Finance team tensure timely payment once delivery has been made
• Provide support tthe Pillar teams in entering projects intthe project management system ensuring that key activities and project milestones are comprehensively entered; liaise with the
• Operations Manager tensure the involvement of Shared Services is scheduled and coordinated
• Conducting baseline safeguarding risk assessments for new projects and ensuring completeness of information reviewed and proper record keeping
• Programme Implementation Support
• Provide logistical and administrative support tthe delivery of FSDAI Programmes and
• Projects; acting as part of the team in ensuring the results articulated in project plans are achieved:
• Ensure full understanding of the work and annual plans of each department; take initiative to identify ways treduce the workload of Pillar leadership through the provision of quality administrative support
• Provide general research support by reading widely; keeping abreast of current events or news and sharing relevant information with the team
• Assist the team in preparing presentations, reports and other key programme documents; as well as editing and formatting documents as requested and in a way that complies with the FSD Africa brand
• Ensure completion of investment process prior tsigning of investment documentation and release of funds tinvestees. This involves investment checklists, funds release form etc Support the team in entering records of project progress intthe project management, results tracking and knowledge management systems; alert the Directors tany delays or problems
• Assist team members in developing and maintaining good working relationships with both internal and external stakeholders; serve as an information resource on status of project/products and respond effectively tqueries from stakeholders
• Assist team in regular update of the portfolirisk matrix following portfolireview sessions
• Ensure timely submission of reports tkey stakeholders such as FCDO, Board, Investment Committee etc

 Travel & Transport

• Make travel arrangements for Pillar Staff and key external stakeholders on FSD Africa business; giving attention tsafety, security and wellbeing of the traveller whilst complying with FSD Africa policies and any statutory requirements:
• Ensure full understanding of the needs of the traveller and ensure that the travel itinerary and bookings will meet their requirements
• Prepare relevant travel procurement documents such as the quarterly travel procurement authorisation form and budget; initiate procurements as required tmeet the requirements of travellers
• Manage the finances associated with travel: advance requests, travel expense claims and travel expense accounting; maintain all financial records relating tthe pillar travel and transport
• Ensure that the traveller is provided with full information concerning visas, vaccination records and any other requirements that must be organised before travel; provide logistical support acquiring required documentation in good time before travel

Events Management

• Organise and coordinate meetings, visits, events and workshops as requested; ensuring that all logistical requirements are effectively managed sthat departmental staff can focus on the technical content:
• Ensure full understanding of the purpose of the meeting, visit, workshop or event and liaise with the event lead tclarify all logistical requirements
• If required, provide financial support by researching costs and developing budgets for events and monitoring use of these budgets; includes providing support in financial disbursements for expenses when needed
• In compliance with procurement procedures, make bookings for all venue, catering, supplies, transport requirements etc.
• Act as the key point of contact for delegates before and during the event; including circulating any information, documentation or other materials that they will need
• Provide any other logistical support as required tensure a successful event; for instance, setting up Zoom or Skype calls and supporting with associated documentation/records

Record Keeping

• Take overall responsibility in maintenance of FSDAI records and common folder; storing data according tfiling systems for physical and electronic information:
• Ensure that electronic records of all Pillar documents are well organised and stored securely; providing support tthe team in maintaining comprehensive records and organising electronic scanning where necessary
• Manage the maintenance of the [Pillar & Pillar] paper-based record systems; ensuring that all documents required in a paper form for conformance with legal, regulatory or contractual obligations are stored effectively for easy retrieval
• Liaise with communication team tmaintain the Pillar contact database; includes frequently scanning business cards from contacts and uploading intthe master database
• Maintain records of procurements by the team tensure compliance with policies and procedures
• Maintain up-to-date company governance records in liaison with the Company Secretary

Communication & Social Media

• Support the Directors and the Pillar teams in managing strategic relationships and rolling out the Pillar’s communication and advocacy plan:
• Work with the Pillar team in the development of written pieces and reports while taking the lead in the dissemination of these reports; ensuring that high standards of written English are maintained, and that content is adjusted tcater for the audience
• Support the Pillar team in drafting and disseminating communications tproject stakeholders
• Follow a content plan tdevelop materials; personally creating, and/or editing content provided by other staff, in line with the given message framework, especially supporting a strong social media presence
• Create and schedule content releases; uploading pre-written pieces and supporting assets
• Carry out any other duties or special assignments as assigned by the Management.

PERSON SPECIFICATIONS

Qualifications and Education

• Good quality Bachelor’s degree from a recognised university

Essential Experience, Knowledge, and Skills

• At least 1 year’s administration work experience; a focus on project administration will be an added advantage
• Proven, strong organisational skills, including the ability tself-start, prioritise and proactively respond tevolving/ unfolding demands
• Experience in managing processes and analysing information
• Demonstrably strong customer focus
• Good communication skills (written and spoken)
• First-rate knowledge of Microsoft Office applications
• Excellent skills in written and spoken English; demonstrate good attention tdetail with grammar, spelling and writing style that will appeal tkey stakeholders
• Team player; ability twork effectively with colleagues across the organisation
• Demonstrated familiarity with social media platforms