Closing date: 15 August 2018
Purpose of job
You will be responsible for providing administrative support to the Africa Programme’s core activities. You will work closely with the Programme’s senior management and research teams to provide assistance in the administration of events, research projects, communication with key stakeholders, production of publications and financial administration.
Working under and responsible to the senior programme manager.
Full time. One-year fixed-term contract.
Required skills and experiences
- Strong administrative and organizational skills, and highly efficient.
- Strong ability to improve and effectively implement ideas. You will be a self-starter with lots of initiative.
- Strong numeracy skills and experience of using Microsoft Office.
- Strong interpersonal and relationship management skills. You will be comfortable interacting with diverse groups and across different cultures.
- Ability to work as part of a team as well as independently. You will be a self-starter with lots of initiative, and be responsive in supporting and working well with others.
- Experience in organizing events and managing diaries.
- Excellent attention to detail. You will take pride in delivering work to a high standard, regardless of the nature of the task.
- Demonstrable interest in African affairs.
- Act as first point of contact for external and institutional enquiries to the Africa Programme, support management and monitoring of key relationships, especially with funders, under the guidance of the senior programme manager.
- Organization of events, conferences and roundtables: booking rooms, assisting in the organization of travel, accommodation and other logistics for speakers; sending out invitations, ensuring that meetings run smoothly on the day; and liaising with partner institutes on logistics for joint activities.
- Financial administration: raising invoices, processing invoices for payment and expense claims for the programme.
- Maintaining filing of invoices and receipts, correspondence and project-related documents.
- Maintaining programme files and records (digital and hard copy).
- Support in developing and maintaining the programme database in accordance with GDPR.
- Office management including ensuring orderly filing, storage, monitoring and ordering of supplies.
- Occasional administrative support for research projects.
- Occasional administrative support to programme staff, including team schedules coordination and meeting arrangements.
- Administrative support to Africa Programme associate fellows where necessary and in consultation with the senior programme manager.
- Monitoring and ensuring Africa Programme web pages are kept up to date.
- Contributing to initiatives to improve efficiency and effectiveness of the programme as a whole.
- Attending in-house and outside functions as necessary.
- Helping in the coordination of administrative functions with other programmes and departments including publicity and publications production.
Please email your CV and cover letter to HR@chathamhouse.org.
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