Technical Works Group Administrative Assistant AA at British High Commission Nairobi

Main purpose of job:

To support the delivery of the £23m East Africa CSSF Programme, with an emphasis on ensuring a deep understanding of the local context in the Kenya – Somalia – Ethiopia borderlands, conflict sensitivity and inclusion. Monitor and support delivery against project outcomes, ensuring robust risk management and effective working relationships with internal and external partners.  70% of this role will involve advisory support, 30% will be programme management focused.

Roles and responsibilities / what will the jobholder be expected to achieve?

The overall purpose of the job is to ensure effective implementation of the CSSF East Africa programme – in particualr the Kenya -Somalia – Ethiopia borderlands project, engaging external partners and working collaboratively with a network of colleagues based across the mission, region and wider CSSF network. The role requires a combination of programme management, contextual analysis and engagement skills, to achieve:

• Programme delivery: apply CSSF programme management principles to ensure effective implementation of the borderlands project through downstream delivery partners.
• Stakeholder Management: develop excellent working relationships with implementing partners to ensure the successful implementation of the programme. Develop an extensive network of contacts across the Kenya- Somalia – Ethiopia borderlands, BHC Nairobi, other UK missions and central UK Government to raise the profile of the programme and ensure full coordination with key partners.
• UK influence and understanding: by establishing and maintaining strategic relationships with government at the county level ((executive; county commissioners; county assembly; civil society; private sector, multilateral) to support CSSF East Africa and wider UK understanding of the political economy Risk Management: draft and own risk register to systematically manage risks to programme and portfolio delivery; work with implementers to identify and measure the impact of specific risks, and agree and implement mitigating actions; work with implementers to measure the impact of those mitigating actions, and, where necessary, escalate concerns to the appropriate level.
• Corporate: contribute to the effective management of the East Africa Team; share and store programme document/information in line with team guidelines; represent the team and wider CSSF in internal and external partner meetings, where appropriate.
• Financial management: develop and maintain systems to manage expenditure; make sure that spend v forecast is accurately captured and reported in line with team and CSSF requirements; where necessary, challenge programme expenditure, making sure implementers are maximising the value of CSSF’s investment; process payments using the FCO administration programme PRISM.
• Compliance: ensure that programme development and delivery is compliant with rules and regulations on Overseas Development Assistance as well as the internal guidelines for the Conflict, Security and Stability Fund (CSSF); support in the generation and collation of information and documentation for annual reviews and audits in line with contracts.
• Monitoring and Evaluation (M&E): monitor and evaluate the effectiveness of projects, through liaison with our external M&E partners and regular engagement with implementers and visits to project activity; make sure all project activity has a results framework which clearly articulates outputs, against which progress can be measured and reported; support evaluation work across the programme in line with the CSSF annual review schedule.
• North East Kenya and cross-border areas, improve coordination with government and other stakeholders,  an ensure that UK support is responsive to need, coherent, and funds are used in line with guidelines & value for money principles.

Roles and responsibilities:

General Administration – 40%

• Office administration of the Gitanga office. Offering support to the Technical Works Group staff and supervisors.
• Maintain a proper filing system for all documents and proper record keeping at the Gitanga office.
• Ensure timely delivery of goods and services with the suppliers, escalating when/ where need be.
• Administer casual wages, overtime and leave records for the Technical Works Group team.
• Assistance to BHC Upper Hill staff visiting the Gitanga office.
• Create a property cost file on the Shared Area to account for all TWG spending at each property for labour and materials carried out for Work Requests and refurbishment. This would give a running total of how much each property costs per year for maintenance. Transfer this to the FCDO Planon database when technically possible.
• Filing of all the individual Works Requests once the material and labour costs has been recorded.
• Create a Register for Day workers detailing names, trade, start date, finish date and pay and keep records of the time the Day worker has worked.
• Support colleagues in TWG on how to record leave on internal HERA system.
• Lead the team in material request form use ensuring all colleagues use the system appropriately for accurate inventory record keeping.

Customer Service – 40%

• Support the General Foreman in the efficient distribution of tasks, balancing urgent requests with ongoing preventative maintenance and renovations
• Team lead on tracking and updating the internal customer works request system (Kenquiry) ensuring calls are assigned, followed up on time and customers kept up to date on any changes
• Ensure that TWG staff leave works forms in the property making clear what work has been undertaken
• Contact customers in advance to ensure they are in the property and will allow access
• Use radio/mobile phone communications with all staff working on the various property sites. Pass on messages and take messages.
• Report back to the Customer Service Helpdesk on the progress of TWG tasks, allowing the Helpdesk to close calls and update customers.

Line Management – 20%

• Line Management of: 1 x AA Carpenter and 1 x S1 TWG Driver
• Ensure they have regular one-to-one meetings, have SMART objectives, strong Learning & Development plans
• Provide regular constructive conversations setting out upcoming goals, review of recent performance and where the colleague is working well and where there is room for improvement.
• Support their work and career development within the High Commission

Line Management: 

AA Carpenter

S1 TWG Driver

Essential qualifications, skills and experience  

• High School Certificate/Diploma with a minimum of 2 years relevant experience or Bachelor degree with a minimum of 1 years of relevant experience.
• Administration
• IT Literate (Microsoft Word & Excel – expert level)
• Knowledge of customer service
• Good team player skills
• Good communication skills, attention to detail and initiative, as well as good customer service skills
• A flexible approach   and good team working skills

Desirable qualifications, skills and experience  

• Contractor & Supplier Liaison
• Accounting

Application deadline: 27 January 2023