Summary
Date Posted: Tuesday, July 25 2023, Base Salary: Not Disclosed

JOB DETAILS:
The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Description (Roles and Responsibilities)Main Purpose of job:
• The post-holder will support the United Kingdom Health Security Agency (UKHSA) Official Development Assistance (ODA) funded International Health Regulations (IHR) Strengthening Programme in Zambia. The IHR Strengthening Programme aims to contribute towards improving global health security through increased compliance with the International Health Regulations (IHR) in selected countries and regions in Africa and Asia.
• The post holder will deliver a range of administrative, logistical and project co-ordination activity, on behalf of the IHR Strengthening Programme 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 provide support to the UKHSA IHR Strengthening Programme team in Zambia to ensure the coordination and delivery of identified outputs, playing a crucial role in supporting the various projects within the workplan agreed with the Zambia National Public Health Institute/Ministry of Health, ensuring activities are delivered to time, within scope and resource allocation.
• The post holder will be able to work using their own initiative to achieve results and will have strong communication skills, 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
• Provide comprehensive administrative and logistical support to the IHR Programme in Zambia, including country lead and UKHSA technical teams
Summaries correspondence, 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 judgement to initiate appropriate action
Assess and priorities own workload within given timeframe, to meet project schedules
Support projects by developing and identifying resources required, ensuring all materials and resources are current and appropriate
Organize logistics support for incoming UKHSA teams, by liaising with hotels, training venues and transportation etc.
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

2. Project Support
• Trouble shooting any minor technical and operational issues. Alert Higher 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 Higher Project Support Officer.
Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify Higher Project Support Officer
Plan and organize defined aspects of project delivery under the guidance of the Higher Project Officer.
Track programme activity and support the project team to maintain oversight
Regularly review procedures or systems to identify improvements, simplify processes and decision making, capturing changes in operational ways of working and incorporating these into the programme’s SOPs
Assist with the orientation of UKSHA technical teams on arrival in Zambia providing local knowledge and understanding.
Provide support to help UKHSA understand the cultural context of Zambia 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 enquiries from key stakeholders to provide information in line with agreed protocols and procedures
Deputizes for the UKHSA team members including country lead at relevant meetings
Maintain regular contact with key government ministries and key stakeholders in the absence of the other UKHSA country team members including Country lead 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 Higher Project Support 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 UKHSA. 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 in a related field.
Minimum of three years previous experience in similar administrative role in public sector or with bilateral/multilateral organisations
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
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
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
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
• Understanding of global health including the health challenges of low and middle-income countries
Experience of organizing events / conferences / workshops
Ability to analyse and interpret information and recommend appropriate actions
• Required behaviours
• Seeing the Big Picture, Changing and Improving, Delivering at Pace, Working Together

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
• Interested and qualified? Click here to apply

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