Administrative Assistant, Funders Initiative for Civil Society

Job Description

The purpose of the role is to provide day-to-day support for FICS’ programmes,
undertaking a wide range of scheduling, finance, and other administrative tasks.
Primary responsibilities will include:

PROJECT SUPPORT AND ADMINISTRATION

• Processing invoices and bills on Xero, completing credit card entries, checking and updating finance data, and other tasks to support the compliance of FICS with Global Dialogue’s finance systems.
• Providing administrative support for meetings and events (both online and in person), by taking notes, scheduling meetings / calendar entries, setting up Zoom calls, booking rooms, organising catering, etc.
• Supporting administration processes for programme activities, including maintaining membership lists, supporting communications and assisting with project outputs.
• Monitoring shared email inboxes – logging, fielding, and actioning requests as appropriate.
• Booking travel and accommodation for staff and event participants, updating trip logs, coordinating visas and completing travel risk templates where necessary.
• Filing electronic post and helping to keep our cloud-based filing systems organised.
• Other duties commensurate with the role.

SUPPORT FOR THE FICS DIRECTOR

• Coordinating the FICS Director's diary – scheduling meetings / calendar entries and liaising with members of the FICS team and external stakeholders, preparing and providing paperwork, and note-taking and noting follow-up actions.
• Organising the FICS Director’s travel arrangements, supporting visa applications, booking travel and accommodation, collating supporting documentation, and processing travel expenses. Supporting the FICS Director to manage their email inbox - helping them to prioritise and delegate, and flagging up immediate and urgent concerns where necessary.

Person Specification

We are looking for a confident administrator, who is comfortable working in a ‘start up’ type environment. We are committed to being a diverse team and are looking for talented people from a wide range of backgrounds, cultures and experiences who share our values. In your application, you need to demonstrate how you address the following criteria:

REQUIRED

You will have:

• At least one year’s relevant administrative experience.
• Proven organisational skills, with excellent time management, the ability to manage a varied workload and to work flexibly within a small team.
• Ability to communicate clearly in English, both in person and in writing.
• Strong numeracy skills, with good attention to detail.
• Experience of using an online accountancy package, ideally Xero, and the ability to work with financial records and ensure accuracy.
• Excellent IT skills – including sensitivity to the relevance of digital security in human rights work and a thorough working knowledge of Office 365.
• Good understanding of the importance of confidentiality.
• Permission to live and work in the UK.

You will be: 

• Committed to FICS’ organisational values and interested in civic space and human rights.
• Able to multi-task, plan ahead, and meet deadlines.
• Able to work on your own initiative and as part of a team.
• Methodical, with strong record keeping skills.
• Comfortable working in a ‘start-up’ culture – flexible, proactive in identifying new or improved ways of working, and with a ‘pitch-in’ attitude.
• Able to build effective working relationships, supportive of other colleagues and with good interpersonal skills.
• Committed to your own personal professional development.

DESIRABLE

• Previous administrative experience in a not-for-profit organisation.
• Experience of supporting and organising events.  

Terms and Conditions

Hours: This is a full-time role, although we would also consider offering the role as a job share or at 4 days/wk (0.8 FTE).

Terms: Permanent contract, subject to funding, with an eight-week probationary period.

Salary: This role has been benchmarked at GBP 26,200

Benefits: We offer a range of benefits including 25 days’ holiday plus bank holidays (pro rata). Global Dialogue contributes 6% to its workplace pension scheme, has a flexible working policy, and offers personal development leave.

Location: This is a hybrid, UK-based role. You will work predominantly from home. UK-based colleagues are expected to attend two working days (Tuesdays) in London each month as part of their regular working pattern and commute. You may be asked to participate in other in-person meetings; for these additional meetings, you would be given reasonable notice and travel expenses would be paid.

Reporting to: Programme Manager – Research and Development