Assistant, Nature & Carbon

KEY RESPONSIBILITIES AND ROLE REQUIREMENTS

New Project On-boarding

Support the Nature and Carbon COE teams with the processes involved in gaining approvals for new projects, onboarding implementing partners, and procuring the professional services required for successful implementation:

• Ensure full understanding of each newly conceived project and the administrative support that will be required; work collaboratively with the team to develop plans and schedules for the onboarding process.
• Assist with the preparation of all documentation required for the onboarding process:
• Assist implementing partners and project teams with grant applications in compliance with Investment Committee standards and requirements
• Liaise between the project team and the procurement team in the development of Terms of Reference and partner selection criteria
• Support the risk and compliance team in conducting due diligence on partners
• Support the team in developing relationships with potential implementing partners; provide support to these partners as they navigate the onboarding process, ensuring that they are kept fully informed and given help with producing documentation to standard (if required) .
• Support the team in liaising with key suppliers to ensure maintenance of good relationships and quality of service; liaise with the procurement team as required to amend contracts and with the finance team to ensure timely payment once project delivery has been made.
• Provide support to the COE teams in entering projects into the project management system ensuring that key activities and project milestones are comprehensively entered; liaise with the Operations Manager to ensure the involvement of shared services is scheduled and coordinated.
• Provide support to the COE teams in finalising project results frameworks and onboarding projects.
• Conducting baseline safeguarding risk assessments for new projects and ensuring completeness of information reviewed and proper record keeping.

Programme Implementation Support

Provide logistical and administrative support to the delivery of Nature and Carbon projects; acting as part of the team in ensuring the results articulated in project plans are achieved:

• Ensure full understanding of the work plans of each team member; take initiative to identify ways to reduce the workload of COE leadership through the provision of quality administrative support.
• Provide general research support by reading widely, keeping abreast of current events or news and sharing relevant information with the team.
• Assist the team in preparing presentations, reports, and other key programme documents; as well as editing and formatting documents as requested and in a way that complies with the FSD Africa brand.
• Ensure completion of the project approval process prior to signing of contracting documentation and release of funds to implementing partner. Support the team in entering records of project progress into the project management, results tracking and knowledge management systems; alert the line manager and Director to any delays or problems.
• Assist team members in developing and maintaining good working relationships with both internal and external stakeholders; serve as an information resource on status of project/products and respond effectively to queries from stakeholders.
• Assist the team in regular update of the COE portfolio risk matrix, including participation in portfolio review sessions.
• Support the team in quarterly project reporting process, including ensuring that reports are submitted, reviewed, and approved on time.
• Ensure timely submission of reports to key stakeholders such as FCDO, Board, Investment Committee etc.

Travel & Transport

Make travel arrangements for COE Staff and key external stakeholders on FSD Africa business, giving attention to safety, security and wellbeing of the traveller whilst complying with FSD Africa policies and any statutory requirements:

• Ensure full understanding of the needs of the traveller and ensure that the travel itinerary and bookings will meet their requirements.
• Prepare relevant travel procurement documents such as the quarterly travel procurement authorization form and budget; initiate procurements as required to meet the requirements of travellers.
• Manage the finances associated with travel: advance requests, travel expense claims and travel expense accounting; maintain all financial records relating to the COE travel and transport.
• Ensure that the traveller is provided with full information concerning visas, vaccination records and any other requirements that must be organised before travel; provide logistical support acquiring required documentation in good time before travel.

Events Management

Organise and coordinate meetings, visits, events, and workshops as requested; ensuring that all logistical requirements are effectively managed so that departmental staff can focus on the technical content:

• Ensure full understanding of the purpose of the meeting, visit, workshop, or event and liaise with the event lead to clarify all logistical requirements.
• If required, provide financial support by researching costs and developing budgets for events and monitoring use of these budgets; includes providing support in financial disbursements for expenses when needed.
• In compliance with procurement procedures, make bookings for all venue, catering, supplies, transport requirements etc.
• Act as the key point of contact for delegates before and during the event; including circulating any information, documentation, or other materials that they will need.
• Provide any other logistical support as required to ensure a successful event; for instance, setting up Teams calls and supporting with associated documentation/records.

Record Keeping

Take overall responsibility in maintenance of Nature and Carbon COE records and SharePoint folder, storing data according to filing systems for physical and electronic information:

• Ensure that electronic records of all COE documents are well organised and stored securely, providing support to the team in maintaining comprehensive records and organising electronic scanning where necessary.
• Liaise with communication team to maintain the COE contact database; includes frequently scanning business cards from contacts and uploading into the master database.
• Maintain records of procurements by the team to ensure compliance with policies and procedures.
• Maintain up-to-date company governance records in liaison with the Company Secretary.

Communication & Social Media

Support the COE Leads in managing strategic relationships and rolling out the COEs communication and advocacy plan:

• Work with the COE teams in the development of written pieces and reports while taking the lead in the dissemination of these reports; ensuring that high standards of written English are maintained, and that content is adjusted to cater for the audience.
• Support the COE teams in drafting and disseminating communications to project stakeholders.
• Follow a content plan to develop materials; personally creating, and/or editing content provided by other staff, in line with the given message framework, especially supporting a strong social media presence.
• Create and schedule content releases, uploading pre-written pieces and supporting assets.
• Carry out any other duties or special assignments as assigned by Management.

COMPETENCIES
Competencies describe the key behaviours that drive success in all of FSD Africa’s roles, regardless of technical specialism. They have been derived from systematic research correlating performance with personal attributes. 

Competency Levels 

• Level 1: Basic
• Level 2: Foundation   
• Level 3: Specialist
• Level 4: Senior Specialist      
• Level 5: Leading Expert          
• Level 6: Executive