Organization: British Embassy

Job Type: Contract

Place of Work: Addis Ababa, Ethiopia

Salary: USD 513.00 (gross monthly)

Application Deadline: July, 21/2022 

The main purpose of job:

UKHSA was formally called Public Health England. The post-holder will support UK Health Security Agency’s (UKHSA) Official Development Assistance (ODA) funded International Health Regulations Strengthening (IHR-S) programme in Ethiopia. This includes two work programmes: one with the Ethiopian Public Health Institute, the other with the Africa Centre for Disease Control and Prevention, based at the African Union in Addis Ababa. The IHR-S programme aims to contribute towards improving Global Health Security through increased compliance with the IHR in selected countries and regions in Africa and Asia. The design phase of the programme was started in 2015 and has been completed. The implementation phase (2022-2025) is now underway, with medium and long-term activities planned and underway.

The post holder will deliver a range of administrative, logistical, and project coordination activities, on behalf of the IHR-S Programme in Ethiopia, enabling the delivery of expertise on the ground. The post holder must be fluent in English and have excellent organizational prioritization and coordination skills to meet complex logistical and operational deadlines. The post-holder will provide support to the UKHSA Country Lead for Ethiopia and the Senior Public Health Advisor, to ensure the coordination and delivery of identified outputs, playing a crucial role in supporting the various projects within the work plan agreed with the Ministry of Health, ensuring activities are delivered to time, within scope and resource allocation.

The post holder will 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. While the post will be based in Addis Ababa, occasional international travel may be required.

Roles and responsibilities:

1. Office Management

• Provide comprehensive administrative and logistical support to the IHR-S Programme in Ethiopia including Africa CDC and UKHSA technical teams
• Summarise correspondence, and reports and compile letters, both routine and ad hoc, ensuring that deadlines are met
• Manage incoming correspondence and emails, including that of a confidential and sensitive nature, exercising independent judgment to initiate appropriate action
• Assess and prioritize your own workload within a given timeframe, to meet project schedules
• Support projects by developing and identifying resources required, ensuring all materials and resources are current and appropriate
• Liaise with our logistics supplier for events and to support the needs of incoming UKHSA technical teams.
• Manage own workload and activities, including emails and diary management of other relevant team members.
• Participate in self-development to continually improve performance/systems and undertake development activities that are identified
• Facilitate visa requests from IHR project staff traveling to Addis and organize FCDO transportation

2. Project Support

• Troubleshooting for the Country Lead experiencing technical and operational issues. Alert country lead to urgent issues arising
• Make judgements and provide information involving a range of job-related facts or situations some of which require analysis and comparison of a range of options.
• Write briefings and reports as required
• Identify errors or problems, take action as necessary to resolve and/or notify the Country Lead
• Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary, and/or notify Country Lead
• Plan and organize defined aspects of project delivery under the guidance of the Country Lead
• Review procedures or systems to identify improvements, simplify processes and decision making, capture changes in operational ways of working, and incorporate these into the program’s SOPs
• Assist with the orientation of UKHSA technical teams on arrival in Ethiopia providing local knowledge and understanding.
• Provide support to help UKHSA understand the cultural context of Ethiopia and provide feedback on our approach for cultural nuances.

3. Communication and Stakeholder Engagement

• Communicate with a wide range of health and other professionals 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 inquiries from key stakeholders to provide information in line with agreed protocols and procedures
• Support the planning of meetings, high-level events, and conferences, working with the local service provider and Country lead.
• The above is only an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by the directorate. These responsibilities may be reviewed on an ongoing basis in accordance with the changing needs of the organization.

Essential qualifications, skills, and experience  

• Degree qualification or equivalent experience
• Previous experience in a similar role in project/program support in the public sector or with bilateral/multilateral organizations
• Proven administrative experience, including complex diary management, arranging high-profile meetings and events
• Experience drafting briefing papers, reports, and presentations
• Knowledge of administrative procedures, project management, and information analysis
• Experience interpreting and implementing corporate policy e.g. H.R. policies and procedures
• Excellent written and oral communication skills on complex matters, often requiring persuasion and influence
• Effective organization, prioritization, and planning skills
• Ability to work on own initiative and organize own workload without supervision working to tight and often changing timescales
• Adaptability, 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
• Proficient in writing, reading, and speaking in English
• 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
• Desirable qualifications, skills, and experience
• Further training, experience or training in project management
• Understanding of global health including the health challenges of low and middle-income countries
• Experience in organizing events/conferences / workshops
• Ability to analyze and interpret information and recommend appropriate actions

Required behaviors  

Changing and Improving, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together

Grade: Executive Officer (EO)

Type of Position: Fixed Term

Working hours per week: 36 hours

Duration of Post: 12 months

Region: Africa

Country/Territory: Ethiopia

Location (City):Addis Ababa

Type of Post: British Embassy

Number of vacancies: 1

Salary: USD 513.00 (gross monthly)

Start Date: 30 August 2022

End Date: 30 September 2023

Other benefits and conditions of employment  

Annual Leave and Public Holidays:

Locally engaged staff of all grades will be entitled to paid annual leave as follows:

• Up to 2 years 22 days
• After 2 years of services 25 days
• After 5 years of services 30 days

In addition to annual leave, the British Embassy observes up to a maximum number of 14 Ethiopian, British and Religious public holidays each year. A list of such Embassy holidays will be published each year. Office Staff required to work on these holidays will be granted time off in lieu or overtime where circumstances permit.

Learning and development opportunities (and any specific training courses to be completed):

• Undertake all mandatory training as required
• The successful candidate will get access to a range of learning and development opportunities, including on-the-job training and workshops. They will also be able to benefit from the wide range of training run by the British Embassy including management and leadership, cross-cultural communication, and understanding of the UK.

Working hours:

• Monday – Thursday 08:00 – 16:45, Friday 08:00 – 14:00

Additional information  

• Please note On 1 October 2021, Public Health England (PHE) officially became the UK Health Security Agency (UKHSA)
• Please complete the application form in full as the information provided is used during screening.
• Please check your application carefully before you submit it, as no changes can be made once submitted.
• The British Embassy will never request any payment or fees to apply for a position.
• The current legacy DFID Terms and Conditions of Employment will apply to all internal locally employed staff on promotion and new entrants subject to local employment labour law.
• Candidates may need to apply for a valid certificate of good conduct when applying and should be no older than 6 months.
• All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
• The British Embassy does not sponsor visas/work permits except where it may be local practice to do so.
• 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.
• Information about the Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles
• Reference checking and security clearances will be conducted on successful candidates.
• Please log into your profile on the application system on a regular basis to review the status of your application.