Country: United Kingdom of Great Britain and Northern Ireland
Closing date: 07 May 2018
You will provide administrative, budgeting and secretarial support to the Chronic Poverty in Action Network and Public Finance and Institutions programmes in ODI.
Other key responsibilities include:
Project, financial and contractual administration· Assisting with the drafting, monitoring and updating of budgets · Tracking project expenditure (actual and committed) against budgets · Preparing invoices to donors · Checking subcontractor invoices against contracts, coding suppliers’ invoices and getting approval from the appropriate budget holder · Organising advances · Preparing and assisting in the preparation of subcontracts · Carrying out administration for the Programme’s contracts · Assisting in the preparation of internal reports and donor reports, coordinate the editing and formatting of project deliverables · Providing the Programme Manager with updated target information · Providing regular financial updates to the Programme Manager
Proposal development· Helping with the preparation of financial and technical documentation needed to accompany bids · Assisting in proposal development through proofing, editing and managing inputs · Drafting new budget formats · Liaising with donor financial officers on accounting and project procedures including project reporting
General Administration· Organising meetings and events, including contributing to the organization of overseas events: finding and booking venues, arranging facilities (IT, catering etc.), liaising with participants · Documents and file management, including on sharepoint · Making international travel and hotel bookings, arranging visas and other logistics · Email and internet searches, including searching for funding opportunities · Minute taking and writing · Organising and participating in team meetings and retreats · Keeping updated records of team travel and work arrangements and ensuring good intra-group communication · Liaising on behalf of the team with other parts of the institute, especially central services · Efficient management of incoming and outgoing information and visitors · Maintain and update programme’s contact databases
Communication and knowledge management· Regularly updating and developing the team web pages and other project-related websites · Developing new ways of communicating research outputs through the creation of content-management driven websites, multimedia presentations, and designing and publishing leaflets and other materials · Organising and helping to document through written reports and audio-visual material, meetings and workshops, including posting outputs to the ODI website · Managing publications process from first drafts to camera-ready copy
Support to the Head of CPAN· Weekly management, arranging internal and external appointments, meetings and travel, dealing with visitors, printing/filing documents. · Fielding incoming correspondence and queries, including email management. Providing other administrative support as required.
About you: Essential• Educated to degree level. • High level of numeracy.
Experience • Administrative experience, especially with budget monitoring • Web/communication experience
Skills/Abilities • Strong organisational skills and self-motivation • Advanced IT skills to include excel, PowerPoint, Word, databases, email • Ability to learn to use new software quickly • Good proof reading and editing skills • Multitasking capabilities • Excellent interpersonal skills and cultural sensitivity, the ability to deal with people from a variety of backgrounds • Ability to work to work under pressure and to strict deadlines
Desirable• Data management skills • Foreign language skills (particularly Spanish and/or French) • Interest in international development • Willingness to travel abroad
How to apply:
For more information, please download an application pack from our website at https://jobs.odi.org.uk/VacancyInformation.aspx?VId=29085