Programme Assistant – Health and HIV/AIDS Job Vacancy: United Kingdom Department for International Development (DFID)

Reducing poverty is the primary aim of the British Government’s Department for International Development (DFID). DFID Kenya and Somalia (DFIDKS) is responsible for managing the British Government’s contribution to international development in Kenya and Somalia, with the objective of supporting governments to reduce poverty in order to achieve the Millennium Development Goals (MDGs).
Closing date: 09 Jul 2010 Location: Kenya – Nairobi
(Temporary position: August 2010 – August 2011)
1. Background
DFID Kenya and Somalia (DFIDK&S) is responsible for managing the British Government’s contribution to international development in Kenya and Somalia, with the objective of supporting these countries to reduce poverty in order to achieve the Millennium Development Goals (MDGs).
The Kenya Health team works with other programme teams within DFIDK&S as our work cuts across all sectors.
The Health and HIV/AIDS team for Kenya is implementing three programmes: the Essential Health Services (EHS), health sector support and harmonized HIV/AIDS. EHS primarily focuses on safe motherhood and neonatal health, while the Kenya support programme has several components including health systems strengthening, family planning, malaria and research. The harmonized HIV/AIDS programme has three components; support to NACC, the UN joint programme and support to civil society. Support is managed through MoUs, Accountable Grants and Contracts. No funds go through government systems but this may change in the future.
In addition, the team hosts the Africa Division Regional Maternal Health Adviser (RMMA) and will be administering a regional maternal health programme.
2. Organisational Position
The post is for a Programme Assistant (PA). There are 5 PA’s in the DFID Kenya & Somalia programme. This post will work on Health and HIV/AIDS but PA’s may be required to cover any aspect of DFID’s programme in Kenya.
3. Main Activities

The primary role of the programme assistant will be to provide quality administrative support to the DFID Kenya Health and HIV/AIDS programmes during all stages of project cycle management ensuring the delivery of results and value for money across the health and HIV/AIDS portfolio.
The primary responsibilities are outlined below though flexibility is required of the job holder as the programmes evolve and grow.
Main Responsibilities
The specific responsibilities include:
  • Provide administrative support to Health and HIV/AIDS programmes.
  • Familiarise with ARIES (DFID’s programme management system)
  • Manage project invoices/requests for payments in line with ADAMANT principles and process for payment within the required time frames
  • Use core DFID’s ARIES system to track progress and project expenditure.
  • Draft and issue contracts/MOUs and Accountable grants with the relevant guidance
  • Ensure audited statements, financial and narrative reports are submitted on time, and checked on receipt.
  • Maintain databases with accurate and up-to-date information.
  • Provide accurate financial and timely forecasts in liaison with Programme Officers and Advisers; Manage budget against forecasts.
  • Manage spreadsheets that tracks blue book requirements and notify project officer when a requirement is approaching.
  • Complete indents for approval to procure, completion of DA1 forms for clearing of procured goods.
  • In consultation with colleagues as appropriate, filter incoming project proposals, and draft routine correspondence including responses to requests for funding
  • Ensure electronic copies of all final documents are saved on Quest EDRM (DFID’s electronic filing system)
  • Maintain and update registers of DFID assets and carry out spot checks of assets held by projects
  • On occasion, arrange team meetings, visitor bookings, save documents to Quest and print large/complex attachments
  • Carry out any additional tasks requested of a senior team members
  • Contribute to a coherent team working.
  • Organise official functions, both internal and external, e.g Retreats, farewell lunches, dinners, cocktails and receptions.
  • Arranging External meetings
  • Act as the Health and HIV/AIDS team secretary: arrange agendas, schedule meeting, and write minutes.
  • Ensure acquiring of sufficient knowledge of work in other sectors to be able to provide cover and inform discussions.
  • Contribute to successful management of Kenya programme:
  • Participate in office meetings and events such as Programme Management Team meetings and in-days
  • Provide cover for team members during absences
Key Competences
High levels of the following core competences are required in this post:
  • Planning and delivery of work to meet objectives, often within tight deadlines, is essential. Key will be the ability to manage pressure and be able to deliver quickly under minimal supervision. The ability to take effective and timely action, and to plan and deliver work to meet objectives whilst achieving value for money is essential.
  • It will be essential to have well developed skills in analysis and use of information combined with good judgement.
  • S/he will be effective in communication, able to present ideas orally, be an effective writer and be able to influence at all levels.
  • Ability to work well with others, interacting with others in a supportive way, and working constructively to build relationships (internal and external) to achieve objectives is essential. The post holder should be able to work effectively with senior partners/stakeholders and gain their respect for their professionalism.
  • Demonstration of the ability to manage change will also be desirable
How to apply
If you are interested in applying for this position please an email to jobskenya@dfid.gov.uk to get an application form which you will use to apply for the post. The closing date for applications is midday Friday 9 July 2010. Under no circumstances will applications be accepted after this date.