Programme Assistant (Political and Bilateral Affairs-Political Section) - New Delhi - India - Foreign and Commonwealth Office - Closing Date : 26 Mar 2017

Programme Assistant (Political and Bilateral Affairs-Political Section) - 
New Delhi - India - 
Foreign and Commonwealth Office - 
Closing Date : 26 Mar 2017

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Main purpose of job

To provide dminstrative support to the Programme Manager to enable effective and efficient delivery of the British High Commission’s programme fund in India.  To facilitate effective cross-team delivery between programme and policy leads, and between New Delhi and  the  other Deputy High Commissions in India.

Roles and responsibilities 

Project and Programme Administration

• Requisitions for all projects, travel, goods/ service receipting for all projects and  processing invoices and bills on project.
• Maintain the Political Internal IT filing system and ensure folders are correctly set up, labelled and archived in I-records as required.
• Process payments for the Political Team through PRISM (Oracle-based accounting system). 
• Liaise with the IT Dept to ensure that IT equipment and systems are maintained and in working order at all times.
• Liaising with Accounts Dept to ensure prompt payment of authorised payment requests and ensuring payments are made to implementing agencies.
• Making travel arrangements and hotel bookings for official visitors (including assisting with visit programmes like fixing appointments and arranging transport).
• Programme Secretariat co-ordination; organising the quarterly. Programme Fund Board meetings; proposing agenda and drafting minutes.
• Filing (including overall responsibility for electronic registry files), faxing and photocopying duties. Team meeting coordination and administrative support.
• Update and maintain database of programme and human rights contact.
• Assist with Political Team meetings – facilitating room bookings, sending out meeting requests and book catering.
• Assist the team with other ad-hoc administrative tasks such as scanning, travel bookings etc.
• Liaison with implementers on progress reports and financial reports, including checking and verifying supporting documents submitted. Bring to the notice of the relevant Programme Managers any discrepancies and sort the issue with implementers.
• Accounts audit check of projects.
• Maintenance of intranet and BHC website resources on the programme.

Project Management

• Maintain and update financial management processes indicating the expenditure as well as profiles for each project.
• Analysis of transaction level report and liaison with London programme team on action.
• Managing the programme spend on the FCO system Hyperion.
• Help the team in identifying good projects and implementers for the annual human rights and bilateral programme budget bidding round.
• Facilitate selection process by commenting on bids; monitoring project progress, assessing whether project outcomes contribute to the objectives of programme ,reporting to London.
• Attend meetings and prepare minutes or meeting summaries.

Visits and project events

• Work with the programme manager and team to prepare visit events, collate briefing, provide on the ground support and act as event lead during VIP visits when necessary.
• Provide administrative support (e.g. book travel, process payments) for Ministerial and other official VIP visits and events.
• Arrange logistical support such as travel and venue bookings and catering. Coordinate guest lists and issue invitations.
• Provide assistance when necessary to project team with organising project events.