Assistant Programme Manager

• The Assistant Project Manager will be responsible for ensuring due diligence on partners and sub-consultants and will be managed by our Project Manager in Sierra Leone. He/she will also have support from a strong network of APMs across the countries in which we work. A key role will be to support timely and appropriate communication with independent consultants, sub-consultant partners and international staff. 
• The APM will be responsible for the contract management cycle of our independent consultants and our sub-consultant partners.
• Run due diligence reports on any new third party, and updating existing DD status, when necessary, in a timely, initiative-taking and compliant manner.
• Draft contracts for sub-consultants, including collating all necessary documentation, consulting with the Commercial and Legal teams, ensuring approvals and signatures from both sides, and appropriate record keeping that respects GDPR and BMS/STEP requirements.
• Assist project team in provision of administrative support for the lifespan of project, through confirming consultant availability and sharing the scope of work with them.
• Review and process international consultants’ invoices and build and maintain a contract tracker system.
• Ensure record of performance is completed for all sub-consultants and independent consultants when applicable.
• The APM will be responsible for organising travel for staff and consultants to our project.
• Be the contact person for international staff and consultants for all matters related to travel overseas, including coordinating pre-visit compliance with IDS travel policy, mandatory trainings, security and management approvals, and briefings and visa arrangements.
• Consult with our travel providers to make travel bookings for international consultants and project staff and with in-country programme operation teams to obtain necessary invitation letters, as required.
• The APM will support the financial management of independent and sub-consultants/partners contracts.
• Update and maintain the sub-consultants’ trackers and monitor payments of invoices and report status.
• Process sub-consultants’ invoices and allocate for approval.
• Review, monitor and identify risks in the project, reporting progress periodically. 
• The APM will support the administrative management of partners and sub-consultants.
• Be the programme’s first point of contact supporting the Project Manager in Connect Business and STEP for all MM specific tools, apps, documents and procedures including on incident reporting, health and safety risk assessments, audits and monthly project controls, and lead on all project BMS requirements.
• Maintain the project SharePoint site and ensure internal and external project members have the correct access.
• Support with producing, formatting, editing and distributing documents, including supporting the preparation of presentations for internal and external meetings, preparation of minutes of meetings, and project updates and final deliverables.
• Ensure that project operations and administration comply with MM information security, H&S, due diligence and sustainability requirements at all times.
• Conduct trainings and refreshers with the local team in MM procedures such as contracting, due diligence and travel booking.

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• Excellent communication skills with spoken and written fluency required in English.
• Educated to Degree level or equivalent.
• Full diligence and accuracy. Patience and ability to remain calm under pressure.
• Proficient in using MS packages, particularly Word, Excel and PowerPoint (creating documents, formatting, manipulating data, creating graphs, etc.) and SharePoint, Connect Business, BMS apps, etc.
• Competent numeracy skills with experience in creating and monitoring budgets and finances.
• Flexibility and team working skills. Demonstrable people skills. Understanding of and sensitivity to cultural differences.
• Ability to plan, organise own work, and support others with the same. Initiative-taking and able to use own initiative to solve problems and seek opportunities for continuous improvement.
• Initiative-taking and willing to step in to support colleagues across administrative, operational and output support functions.

• Independent and proactive.
• Keenness to bring about positive change.
• Collaborative and respectful of others.
• Problem solving and troubleshooting.
• Willingness and commitment to self-professional development

• Degree (ideally a post-graduate) in public administration, accounting, project management or other related area
• Significant relevant work experience
• Ability to work as a member of a team.

• English (professional proficiency)