Assistant, R3lab & Regulatory Engagement

Job Summary

The Assistant, R3Lab will provide support in project implementation, conduct research, and prepare research outputs, analyse pillar portfolio information, support data management, project impact reporting, presentations and documentation as required. S/he will supports the day-to-day operations and coordination of the R3Lab regulatory and policy engagement activities, ensuring timely delivery and stakeholder communication

Job Details

Reports to -  Manager, Bimalab

Contract type - Full Time 

KEY RESPONSIBILITIES AND ROLE REQUIREMENTS

1. Programme Implementation Support

Provide logistical and administrative support to the delivery of R3Lab regulatory and policy Programme; acting as part of the team in ensuring the results articulated in project plans are achieved:

• Ensure full understanding of R3Lab regulatory and policy project and the administrative support that will be required; work collaboratively with the team in ensuring successful delivery of the project mandate. 
• Assist with the preparation of all documentation required for the onboarding process:
  • Liaise between the project team and the procurement team in the development of Terms of Reference and partner selection criteria
  • Conduct KYC on partners which include Anti-Money Laundering and related business integrity checks 
  • Respond to KYC requests from partners 
• Coordinate the scheduling, planning, and logistics of workshops, policy dialogues, and sandbox planning sessions with regulators and key stakeholders, ensuring effective participation and smooth delivery.
• Support the team in developing relationships with potential implementing partners; provide support to IPs 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 Legal & Contracts Manager as required to amend contracts and with Finance team to ensure timely payment once delivery has been made
• Provide support to the R3Lab regulatory and policy team 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
• Conducting baseline safeguarding risk assessments for the project and ensuring completeness of information reviewed and proper record keeping.
• Assist in the preparation of high-quality materials, reports, presentations, and briefs for donors and internal stakeholders, ensuring timely and comprehensive documentation of project progress and achievements.
• Coordinate all logistics for site visits, stakeholder meetings optimising resource allocation and participant experience.
• Monitor partner deliverables and reporting timelines, providing timely follow-up and technical support to ensure adherence to programme requirements.
• Facilitate knowledge-sharing events and learning sessions, and manage the dissemination of programme tools, updates, and best practices.
• 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 timelines. 
• 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.
• 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.
• Support the documentation, quality assurance, and formatting of guidance materials, analytical reports, policy notes, and consultant deliverables to ensure clarity, consistency, and readiness for internal and external use

2. Research and Analysis

Support in undertaking of research and development of relevant collateral required by the team to achieve the Project’s knowledge management objectives.

• Provide general research support by reading widely, keeping abreast of current events or news and sharing relevant information with the team
• Assist in analysing data and preparing reports related to risk assessment, mitigation strategies, and resilience-building initiatives.
• Compile and synthesize information from various sources to support the team's decision-making processes.
• Support the maintenance of the R3Lab regulatory and policy project knowledge management database (in collaboration with the Development Impact team) and leverage data and information from the database for various operational and strategic objectives. 
• Prepare presentations and documentation as well as other analytical pieces and collateral required for stakeholder engagements.
• Support the development of the programme impact report.
• Support the development of collateral required for project events such as concept notes, agenda, registration forms etc.

3. Results Tracking and Impact Analysis

Ensure monitoring and evaluation of results is robust and relevant e.g., through timely data collection and active maintenance of a results tracker.

• Maintain and regularly update trackers for regulatory engagements, sandbox milestones, and policy development progress across countries, providing timely status updates to the team.
• Ensure robust and relevant monitoring and evaluation of R3Lab regulatory and policy project results, including timely data collection and proactive maintenance of a results tracker.
• Support impact analysis of R3Lab regulatory and policy –related activities, contributing to periodic pillar reports and external reporting requirements.
• Track periodic reports submitted by implementing partners, ensuring completeness, accuracy, and timely submission.
• Support the systematic tracking and analysis of key indicators of programme initiatives to inform programme improvement and impact measurement sharing updates with the project team and relevant stakeholders, including the Development Impact team.
• Support documentation and record-keeping for R3Lab regulatory and policy activities, including meeting minutes, project plans, and progress reports.
• Assist in the preparation of presentations and briefing materials for internal and external stakeholders.
• Ensure accurate and timely reporting on R3Lab regulatory and policy activities, milestones, and outcomes.

4. Record Keeping

Take overall responsibility in maintenance of AFIYA R3Lab regulatory and policy records and SharePoint folder, storing data according to filing systems for physical and electronic information:

• Ensure that electronic records of all project documents are well organised and stored securely, providing support to the team in maintaining comprehensive records and organising electronic scanning where necessary
• Manage the maintenance of the project’s paper-based record systems; ensuring that all documents required in a paper form for conformance with legal, regulatory, or contractual obligations are stored effectively for easy retrieval
• Liaise with communication team to maintain the pillar 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

5. Communication & Social Media

Support the Manager, R3Lab regulatory engagement, policy and team in managing strategic relationships and rolling out the project communication and advocacy plan:

• Work with the project team 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 project team 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 the 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

This position requires competency at Basic Level for all the competencies listed below:

ESSENTIAL FOUNDATIONS
Commitment & Alignment
Demonstrates commitment to serving our partners and alignment with the values and vision of FSD Africa
Change & Challenge
Has a strong sense of ownership that leads to learning, self-starting, taking initiative, driving change and leading development
 

ACHIEVEMENT COMPETENCIES
Situational Awareness & Thinking
Thinks clearly and intentionally, analysing information objectively, understanding issues, solving problems, and making decisions
Drive for results
Is keenly motivated to achieve goals & act with accountability to deliver quality results
 

PEOPLE COMPETENCIES
Relationships & Collaboration
Discerns and appreciates the values, viewpoints, or abilities of others; effectively reconciles different interests and displays emotional intelligence
Communication & Influencing
Deliberately adjusts behaviour to accommodate others; communicates clearly, confidently, and appropriately to influence others
 

Requirements

PERSON SPECIFICATIONS

Qualifications and Education

• Minimum of Bachelor's degree with 1 year of experience or High Diploma with 2 years in Business Administration, Project Management, Economics, International Development, or a related field.
• Professional certification in Project Management or Programme Management (e.g., PRINCE2, PMP) would be advantageous.
• Excellent skills in written and spoken English.

Essential Experience, Knowledge and Skills

• At least one year’s administration work experience; a focus on project administration will be an added advantage 
• Proven, strong organisational skills, including the ability to self-start, prioritise and proactively respond to evolving/ unfolding demands
• Experience in managing processes and analysing information
• Demonstrably strong customer focus
• Good communication skills (written and spoken)
• First-rate knowledge of Microsoft Office applications
• Excellent skills in written and spoken English. Demonstrate good attention to detail with grammar, spelling and writing style that will appeal to key stakeholders
• Team player: ability to work effectively with colleagues across the organisation
• Demonstrated familiarity with social media platforms

Desirable

• Experience of working in a multi-cultural environment
• Experience working with donors, including knowledge of donor policies and procedures.
• Previous experience of working in FCDO-funded projects 
• Languages: French, local African languages

Commitment to Equity, Diversity, and Inclusivity: 

FSD Africa is committed to building a diverse organization and a climate of equity and inclusivity.  We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer: 

We are an equal opportunity employer and value diversity. We do not discriminate based on race, religion, colour, national origin, sex, gender, gender expression, sexual orientation, age, marital status, or disability status. We will ensure that all applicants are provided a fair chance to compete for available job opportunities.

About Company

FSD Africa

https://fsdafrica.org/

FSD Africa is a specialist development agency working to help make finance work for Africa’s future. Based in Nairobi, FSD Africa’s team of financial sector experts work alongside governments, business leaders, regulators, and policymakers to design and build ambitious programmes that make financial markets work better for everyone. FSD Africa Investments, provides early-stage, risk-bearing, catalytic and patient capital to inventive commercial organisations in order to stimulate capital flows in support of green economic growth benefiting people and planet. Established in 2012, FSD Africa is incorporated as a non-profit company limited by guarantee in Kenya. It is funded by UK aid from the UK government.