View Vacancy – Project Assistant EO (13/24 LUS)

Main purpose of job

The postholder will work as part of a multi-disciplinary team delivering the Official Development Assistance (ODA) funded “Animal Health Systems Strengthening” project on behalf of the UK’s Department for Environment, Food and Rural Affairs (Defra). The postholder will  help manage the Animal Health System Strengthening Project by working as part of  team in Zambia, to ensure the effective coordination and delivery of identified outputs are delivered to time, within scope and resource allocation.  The project is delivered in partnership with Defra’s Arm’s Length Bodies in the UK –  The Animal and Plant Health Agency (APHA), Centre for Environment, Fisheries and Aquaculture Science (Cefas) and Veterinary Medicines Directorate (VMD

Roles and responsibilities:

The postholder will work as part of a multi-disciplinary team delivering the Official Development Assistance (ODA) funded “Animal Health Systems Strengthening” project on behalf of the UK’s Department for Environment, Food and Rural Affairs (Defra). The postholder will  help manage the Animal Health System Strengthening Project by working as part of  team in Zambia, to ensure the effective coordination and delivery of identified outputs are delivered to time, within scope and resource allocation.  The project is delivered in partnership with Defra’s Arm’s Length Bodies in the UK –  The Animal and Plant Health Agency (APHA), Centre for Environment, Fisheries and Aquaculture Science (Cefas) and Veterinary Medicines Directorate (VMD).  

The post holder will deliver a range of administrative, financial, logistical and project co-ordination activity, on behalf of the Animal Health  Systems Strengthening Project in Zambia, enabling the delivery of expertise on the ground. The post holder must be fluent in English, have excellent organisational prioritisation and coordination skills to meet complex logistical and operational deadlines. The post-holder will play a crucial role in supporting the various workstreams within the workplan agreed with the  Ministry of Fisheries and Livestock, including  Department of Veterinary Services, Central Veterinary Research Institute and  Fisheries  Department.

The post holder must be able to work using their own initiative to achieve results in a fast-paced changing environment, have strong communication skills and be able to work in a team and independently. He/she must also be able to engage effectively and develop excellent working relationships with a wide range of individuals and stakeholders at local, national and international levels. This post will be based in Lusaka with some travel to other areas of Zambia if relevant. Occasional international travel (eg to other countries in the sub region, or to the UK) may be required.

In this role you will also be responsible for (but not limited to):

1. Office Management

• Work with the Senior Project Officer to provide comprehensive administrative and logistical support to the AHSS Project in Zambia, including the Animal Health National Lead and visiting experts from Defra’s Arm’s Length bodies 
• Summaries correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met
• Manage incoming correspondence and email, including that of a confidential and sensitive nature, exercising independent judgement to initiate appropriate action
• Assess and priorities own workload within given timeframe, to meet project schedules including emails and diary management of other relevant team members
• Support projects by developing and identifying resources required, ensuring all materials and resources are current and appropriate
• Organize logistics support for incoming Defra teams, by liaising with the logistics provider,  hotels, training venues and transportation etc.
• Participate in self-development to continually improve performance/systems and undertake development activities that are identified

2. Project Support

• Deliver work at pace,  trouble shooting any minor technical and operational issues. Alert Project Support Officer to urgent/serious issues arising
• Write briefings and reports as required, compiling information from a range of sources and using judgement and analytical skills to evaluate options
• Identify errors or problems, take action as necessary to resolve and/or notify the Project Officer.
• Work with the Senior Project Officer to oversee the procurement and contract management functions for the project, ensuring that all processes adhere to civil service procurement and contract management guidelines.
• Support the project team to maintain oversight by tracking programme activities, making sure Key Performance Indicators (KPIs) are clear and used as the metric to inform the agenda for performance management meetings.  
• Support the project team to manage the country team budget, ensuring accurate, realistic, and timely budget forecasting and monitoring of spend against submitted forecasts.  

3. Communication and Stakeholder Engagement

• Maintain regular communication with a wide range of environment, animal health professionals and other key stakeholders both locally, nationally, and internationally
• Provide an effective and professional service when liaising with colleagues, partners, stakeholders, and the public using tact and diplomacy to encourage effective working when dealing with any communication difficulties
• Liaise and negotiates with staff and other teams to support the efficient running of projects and business functions including communications
• Respond to enquiries from key stakeholders to provide information in line with agreed protocols and procedures
• Deputizes for the AHSS  Zambia country team including Animal Health National Lead at relevant meetings
• Maintain regular contact with key government ministries and key stakeholders in the absence of the other Zambia country team members including to maintain project momentum and facilitate good work relationship, ensuring that actions agreed are on track.
• Manage/support the planning of meetings, high level events and conferences, working with the local service provider and  Project Officer.

The above is an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be expected by Defra. These responsibilities may be reviewed on an ongoing basis in accordance with the changing needs of the organization

• Degree qualification.
• Minimum of three years previous experience in similar administrative role in public sector or with bilateral/multilateral organisations
• Experience of managing budgets including budget setting and accurate timely forecasting and monitoring of spend against submitted forecasts.  
• Experience drafting briefing papers, reports and presentations
• Knowledge of administrative procedures, project management and information analysis
• Excellent written and oral communication skills on complex matters, often requiring persuasion and influence
• Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales
• Ability to delivery at pace, in a rapidly changing environment, including adaptability, and flexibility and ability to cope with uncertainty and change
• Ability to handle strictly confidential information from internal and external sources whilst always adhering to best practices of confidentiality
• Computer literate and proficient user of Microsoft programs such as Outlook, Word, Excel and SharePoint
• An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day-to-day working practices, but also in relation to management systems