Administration and Office SupportFull-TimeJunior-level(1-2 yrs)
Job Description
The Assistant, Adaptation and Energy Finance is responsible for the smooth running of projects and general administrative functions supporting the Adaptation Finance and Energy Centres of Expertise (COEs) within the Adaptation & Resilience pillar. The Assistant makes an important contribution to the achievement of FSD Africa’s strategy by freeing up the COE leads and project teams to focus on the substantive technical content of their roles. In addition, the Assistant provides light personal assistant support to the Chief, Adaptation & Resilience and Strategy Integration, including travel arrangements, meeting logistics, and document preparation. The Assistant works closely with the Adaptation Finance and Energy COE teams to ensure that timely and quality support is given to all COE staff and key stakeholders (e.g. consultants, implementing partners, important contacts).
Key Responsibilities
New Project On-boarding
Support the Adaptation and Energy Finance 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 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, including grant applications in compliance with Investment Committee standards.
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 and assist them through the onboarding process.
Liaise with key suppliers and the finance team to ensure maintenance of good relationships and timely payments.
Enter projects into the project management system, ensuring key activities and milestones are comprehensively recorded.
Conduct baseline safeguarding risk assessments for new projects.
Programme Implementation Support
Provide logistical and administrative support to the delivery of Adaptation Finance and Energy projects to ensure results are achieved.
Provide general research support by staying abreast of current events and sharing relevant news with the team.
Prepare, edit, and format presentations, reports, and other key programme documents in compliance with the FSD Africa brand.
Ensure completion of the project approval process prior to signing contracting documentation and releasing funds.
Update the COE portfolio risk matrix and participate in review sessions.
Support the quarterly project reporting process and ensure timely submission to stakeholders such as FCDO, the Board, and the Investment Committee.
Travel & Transport
Make travel arrangements for staff and key external stakeholders, focusing on safety, security, and policy compliance.
Prepare travel procurement documents, budgets, and initiate procurements.
Manage travel finances including advance requests, expense claims, and accounting.
Coordinate visas, vaccination records, and other logistical documentation required for travel.
Events Management
Organise and coordinate meetings, visits, events, and workshops.
Provide financial support by researching costs, developing budgets, and monitoring event spending.
Book venues, catering, supplies, and transport requirements.
Serve as the main point of contact for delegates before and during events.
Record Keeping
Maintain Adaptation Finance and Energy COE records and SharePoint folders.
Ensure electronic records are well-organised and stored securely.
Maintain the COE contact database and records of procurements.
Maintain up-to-date company governance records in liaison with the Company Secretary.
Communication & Social Media
Support the development and dissemination of written pieces and reports.
Draft and disseminate communications to project stakeholders.
Develop, edit, and schedule social media content releases in line with the message framework.
Personal Assistant Support to the Chief
Coordinate complex travel logistics for the Chief (flights, accommodation, visas, ground transport).
Provide meeting support including scheduling, preparing agendas, and assembling briefing packs.
Proofread and format correspondence and presentations on behalf of the Chief.
Process travel expense claims and maintain accurate financial records for the Chief.
Requirements and Qualifications
Education: Bachelor’s degree with a minimum of 1 year of experience OR a Higher Diploma with at least 2 years of experience.
Experience: At least one year’s administration work experience; experience in project administration is highly desirable.
Organizational Skills: Proven ability to self-start, prioritise, and respond to evolving demands.
Technical Skills: First-rate knowledge of Microsoft Office applications and familiarity with social media platforms.
Communication: Excellent written and spoken English with strong attention to detail in grammar and spelling.
Desirable: Experience working on climate-aligned infrastructure projects in Africa; experience in multi-cultural environments; proficiency in French or local African languages.
How to Apply
Interested and qualified candidates should apply online via the FSD Africa career portal at fsdafrica.seamlesshiring.com.
How to Apply
Application Instructions
Interested and qualified candidates should submit their applications through the FSD Africa careers portal on SeamlessHiring.
