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Directorate Administrative Assistant (closes 14 August)

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Title: Directorate Administrative Assistant

Reports to: Deputy Director

Location: London preferred, but remote is possible for the right candidate. 

Working hours: Full-time position (35 hours per week)

Salary: Grade D, UK salary is £29,090 (£32,868 in London)

Background

Minority Rights Group International (MRG) is the leading international human rights organization working to secure the rights of ethnic, religious and linguistic minorities and indigenous peoples. We work with more than 130 partners in over 60 countries. 

The purpose of the job is to provide all round administrative support to the Director and Deputy Director at MRG. The post holder will be expected to carry out the role via a combination of working from home and work in MRG’s office in London.  There will be days or periods when work responsibilities require work in the London office.

Main Duties and Responsibilities

  • Collate presentable Council and Committee papers (4-5 per year), make all logistical arrangements for meetings (platforms etc), and travel arrangements (when we have physical meetings)
  • Maintain records of Council and Committee membership
  • Update Charity Commission and Companies House annually (in liaison with Director of Finance and Administration)
  • Collate and supply evidence of MRG policies, systems and procedures to support due diligence processes when required by new donors
  • Liaise with staff to ensure that MRG’s central bank of policies, guidelines and forms is maintained and updated regularly.
  • Support periodic non-financial reviews of MRG performance or compliance (e.g. SIDA evaluation or Finnish systems review etc)
  • Update MRG’s contact relationship management software with contacts and mailings, producing mailing lists (either using CRM or occasionally manually)
  • Assist with the management of the Director and Deputy Director’s diaries/calendars, assist on occasion with researching travel options, liaising with external parties and making travel arrangements.
  • Support with the organisation of (online and offline) events: organising venues, equipment, invitations, mailing lists.
  • Support Director and Deputy Director to capture and present monitoring and evaluation data (including on log frames/flow charts)
  • Generate contracts for suppliers, individuals and partners and process financial transactions and maintain complete in-house records of all activities, results and expenditure on behalf of Director and Deputy Director
  • Supporting Director and Deputy Director to quality control budgets and reports, liaison with finance team re auditor’s queries or to input into financial reports to donors
  • Occasionally generate or modify a budget for new project designs
  • Take notes of external/internal meetings
  • Contribute to or lead on internal administrative areas on which the Director or Deputy Director hold overall responsibility for the organisation. Current examples include GDPR and Digital Security initiatives.
  • Carry out small-scale research on behalf of the Director or Deputy Director from time to time e.g. to understand an advocacy opportunity, research individuals attending a meeting or similar.

 Provides advice to and liaises with:

  • All MRG staff on administrative matters to do with Directorate activities.
  • MRG finance team on financial transactions, reporting and audits
  • Partners who are co-operating in the implementation of operational work involving the Director or Deputy Director
  • Consultants, donors, authors, readers, trainers, temporary staff and experts
  • Council and Committee members on meetings, personal details and papers

 General

  • Undertakes such other tasks as may reasonably requested by the Director or Deputy Director from time to time.
  • Cover for the work of other administrative staff who are on leave or who are unwell or to support a colleague during an exceptionally busy period.
  • Personally respect and work towards full implementation of MRG’s Gender and Equal Opportunities Policies in all the work involved in this post.
  • The job holder will be required to maintain the pace of work which may at peak times be high, will need to meet deadlines and manage several tasks at the same time.
  • Although the primary purpose of this post is as described above the post holder may be required to work partly or wholly on other areas of MRG’s work. This is to allow MRG to move staff away from work which is unfunded or underfunded or is no longer a priority for the organisation, to work on areas which have more funding, are growing or which are understaffed. This will normally involve the post holder in carrying out tasks similar or identical to those listed in this job description but applied to different programmes or projects.
  • The postholder will be responsible for a high level of access to confidential information pertaining to strategies, finance, personnel, operations and external relations which they must ensure they and others retain as confidential.

Person Specification

Essential

  • A university degree (or at least 2 years’ experience in an administrative role)
  • At least 2 years’ experience of holistic and variable administrative support provision involving a wide range of tasks, could include a PA role or general admin support to a team
  • At least some admin experience of all of the following; producing complex word documents, financial processing, databases, record keeping, travel arrangements, meeting logistics.
  • Excellent written and spoken English.
  • Numerate and accurate
  • Ability to prioritise work, and meet deadlines
  • Ability to stay calm under pressure and to assess and absorb information quickly
  • Excellent IT skills and expert knowledge of Word, databases, slack, CRMs and other similar packages.
  • Ability to maintain confidentiality.
  • Commitment to the aims and objectives of MR.
  • Desire to work in an administrative support role in the longer term
  • Commitment to gender equality and willingness to implement MRG’s gender policy.
  • Enthusiastic about working in a multicultural environment.
  • Committed to equal opportunities.

Desirable

  • A qualification or successfully completed training in a relevant discipline (e.g. accountancy technician, information management)
  • Experience of living and working in areas of the global south.
  • Good working knowledge of Russian, Portuguese or other language relevant to MRG’s work
  • Lived experience of being from a minority background broadly defined.

 

How to apply

To apply, please our application form and attach it to the form below by 14 August 2022. 







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    MRG values diversity. As an organization, minorities, indigenous persons, people with disabilities and people of colour are under-represented in our team and thus we particularly welcome applications from these groups.

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