Programme Assistant (Maternity Cover)

Reporting to:                                                     Deputy Director

Location:                                                            London, UK

Salary:                                                                 £25,000 per annum

Contract type:                                                   Fixed term contract (maternity cover) 27 May 2019 to

                                                                             21  February 2020


Job Description Overview

The Programme Assistant works closely with the founder and CEO of DPI, facilitating all areas of his day-to-day work. The Assistant acts as a proactive ‘trouble-shooter’ in providing administrative, logistical and research assistance to the CEO. Responsibilities broadly include diary management, minute-taking, travel arrangements, and technical support. The Assistant moreover communicates with external stakeholders on behalf of the CEO, and coordinates briefings and small-scale research carried out by the CEO. In carrying out these tasks, the Assistant maintains high levels of professionalism, discretion and full confidentiality. Impeccable written and oral English grammar required.


Assistance to CEO’s programme work

Tasks include but are not limited to:

  • Maintain the CEO’s diary and ensure the CEO’s Microsoft Outlook Calendar is up to date
  • Screen and prioritise incoming speaking, meeting and event requests for the CEO
  • Arrange meetings and calls for the CEO, both internally within the organisation and externally with advisors, institutions, funders and others, and maintain a record thereof
  • Brief the CEO in advance of internal and external meetings and prepare relevant documents
  • Draft briefing papers and speeches for the CEO where necessary
  • Manage the extensive travel schedule of the CEO, including managing visa applications, arranging accommodation and researching and booking flights and other forms of transport
  • Prepare budgets for the CEO’s trips and complete expense forms
  • Travel with CEO or with programme team where necessary
  • Manage the CEO’s task list and ensure timely completion of tasks
  • Take minutes at internal and external meetings and ensure implementation of agreed action points
  • Organise and maintain the filing system in the CEO’s office, including registering and archiving materials and photographs
  • Update databases and contact lists for the Office of the CEO, including data entry and tracking of fundraising efforts and organisational partners
  • Prepare and send out correspondence from the office of the CEO, including responding to and coordinating responses to inquiries by individuals and institutions, as applicable
  • Coordinate small scale research projects by the CEO’s interns and manage interns
  • Assist the CEO in drafting briefing notes
  • Provide the CEO with IT and technical assistance, including phones (iPhone) and computers (laptop and iPad)

Qualifications and Personal Specification


  • Have right to work in the UK
  • Bachelor’s degree in a relevant discipline (Communications, Journalism, International Relations, Political Science, Law, English etc.)
  • Highly organised
  • Ability to take initiative and prioritize tasks, excellent time-management, problem-prevention, and problem-solving skills;
  • Strong editing skills including spelling, grammar and fluency in English;
  • Knowledge of new technologies for communications
  • Excellent/proven research skills;
  • Capacity to work in a highly pressured environment while remaining calm;
  • Excellent interpersonal and communication skills;
  • Ability to work accurately with close attention to detail;
  • Ability to maintain confidentiality of sensitive information;
  • Willingness to travel if necessary for short periods of time;
  • Interest in human rights, conflict resolution or democracy building

To apply, please send your CV and cover letter to Please note that due to the high volume of applications we receive, we will only contact shortlisted applicants.

Deadline: 30 April 2019