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Foreign and Commonwealth Office (Policy & Political roles)

Global Issues Team

Note: All applicants are required to mandatorily fill the complete online application form including the employment and educational details, motivational segment and the competency based questions. Incomplete applications will not be considered.

Main purpose of the job:

The post-holder will support PHE’s Official Development Assistance (ODA) funded IHR strengthening programme in Pakistan.

The DHSC funded and PHE-led project aims to improve IHR compliance by developing the public health system, improving capacity and expertise.

This will build on DFID-funded work ending March 2019, which has largely focused on developing an Integrated Disease Surveillance & Response (IDSR) as a networked system across the country. IDSR promotes the rational use of resources by integrating and streamlining common surveillance activities. It aims to ensure continuous and timely provision and use of integrated information for public health decision making and response and as such strengthens IHR capability.

The post holder will deliver a range of administrative, logistical and project co-ordination activity, on behalf of the IHR Strengthening Programme in Pakistan, 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 two PHE in-country senior public health advisors and a local team to ensure the coordination and delivery of identified outputs, playing a crucial role in supporting the various projects within the workplan agreed, ensuring activities are delivered to time, within scope and resource allocation.

The post holder 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. While the post will be based in Islamabad, occasional international and in country travel may be required.

Roles and responsibilities:

• Office Management.
• Provide comprehensive administrative and logistical support to the IHR Programme in Pakistan, local team and PHE team in London.
• Summarise 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 prioritise 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.
• Liaise with Contech, our logistics supplier to oversee the arrangements of workshops and training events.
• 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.

Project Support (in-country team)

• Trouble shooting technical and operational issues. Alert senior health advisors 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 senior health advisors.
• Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify senior health advisors.
• Plan and organise defined aspects of project delivery under the guidance of the senior health advisors.
• Assist with the orientation of PHE technical teams on arrival in Islamabad providing local knowledge and understanding.
• Provide support to help PHE understand the cultural context of Pakistan and provide feedback on our approach for cultural nuances.
• Project support (London team).
• Monitor progress against work plan milestones and collect all corresponding evidence. Maintain and manage the work plan, highlighting any risks to delivery to project manager.
• Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and notify project manager.
• 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.
• Ensure Pakistan team are kept up to date on all updates, events and communications from PHE London.
• 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.
• Support the planning of meetings, high level events and conferences, working with the local service provider and PHE team (in-country and London).
  
  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 organisation.

Learning and development opportunities:

• Undertake all mandatory training as required.
• Identify, discuss and action own professional performance and training / development needs with the project manager through the appraisals process and/or attending internal / external training events.

Language requirements:

Language: English.

Level of language required: fluent written and oral.

Qualifications: Degree qualification or equivalent experience.

Knowledge and experience:

• Previous experience in similar role in project/ programme management 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.
• Experience interpreting and implementing corporate policy e.g. HR policies and procedures.

Skills and capabilities:

• Excellent written and oral communication skills on complex matters, often requiring persuasion and influence.
• Effective organisation, prioritisation and planning skills.
• 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.

Equality and diversity:

• 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.

Qualifications:

• Further training, experience or training in project management.

Knowledge and experience:

• Understanding of global health including the health challenges of low and middle-income countries.
• Experience of organizing events/conferences/ workshops.

Skills and capabilities:

• Ability to analyse and interpret information and recommend appropriate actions.

Changing and Improving, Leading and Communicating, Collaborating and Partnering, Managing a Quality Service

4 February 2020

B3 (L)

Fixed Term

41

12 months

South Asia & Afghanistan

Pakistan

Islamabad

British High Commission

1

PKR 146,425 per months

1 March 2020

31 March 2021

Salary Details:

For BHC candidates, the Local BHC Terms & Conditions will apply. For other than BHC candidates, Basic Salary will be ­­­­­­PKR 146,425 per month.

The BHC is recognised as a good employer, with a robust, fair and transparent performance management & appraisal system linked to increments and staff bonuses. We have a 5-day working week, plus annual leave, public holidays, maternity leave provision, special leave, paid sick leave provision; ample development opportunities, travel opportunities, a good organisational culture, and excellent work/life balance.

Around half of our work forces are women. We treat people with respect and equality and have a policy of zero tolerance for any form of discrimination, bullying, or harassment.

This is a good opportunity to be part of a strong, diverse team, working in the biggest network that FCO has anywhere across the globe. We are aiming to make it the best.

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

Number of in house training opportunities are being provided to staff.

To Apply:

Please note applications without (a) and (b) will not be considered.

A. Complete the Online Application Form

B. Complete the Motivation Segment in the Online Application Form

Internal candidates applying for this position need to upload their appraisal forms for the previous 2 years (if applicable) and also inform their current line managers. Else the application will not be considered.

We will accept only online applications by 4th February 2020 midnight.

Please Note:

Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered.

Only shortlisted candidates will be contacted and no telephone enquires will be dealt with.

The appointment will be subject to Police Verification and other checks including references, medical, educational and professional.

We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly.