28,843 31,739 per annum depending on experience (up to 35,793 for exceptional candidates), plus benefits

Transcription

1 Linking local priorities to global challenges Job title: Coordinator Job details Group Reports to Responsible for Purpose of job Main contacts Strategy and Learning Group Senior Coordinator n/a Carry out coordination activities to facilitate the smooth running of the Strategy and Learning Group s areas of responsibility Internal: Strategy and Learning Group staff, Finance Team, Coordinator and Core Group, IIED staff External: Donors, consultants, partners (individuals and organisations), contractors and suppliers Contract type Hours Location Grade and salary Permanent Full time Central London 28,843 31,739 per annum depending on experience (up to 35,793 for exceptional candidates), plus benefits Context IIED is a policy and action research organisation. We promote sustainable development to improve livelihoods and protect the environments on which these livelihoods are built. We specialise in linking local priorities to global challenges. IIED is based in London and works in Africa, Asia, Latin America, the Middle East and the Pacific, with some of the world s most vulnerable people. We work with them to strengthen their voice in the decision-making arenas that affect them from village councils to international conventions. This role is based in the Strategy and Learning Group (SLG) which is made up of three teams: the first is responsible for all aspects of liaison with existing institute-level donors, and support to research groups on relations with current funders; the second is responsible for cross-iied systems for monitoring, evaluation, accountability and learning; and the third provides support for and steers the work of IIED s leadership teams, working with others across IIED to generate the analysis and options needed for timely and well-informed senior leadership discussions and decisions. The Director of SLG is also responsible for the delivery of IIED s work on the Post-2015 Development Framework, which includes leading the Change Initiative on International Engagement. 1

2 Main responsibilities Working with the Director of SLG, the post holder will coordinate the Group s Post-2015 Development Framework projects (currently the Independent Research Forum, LDC Independent Expert Group and the IIED Change Initiative on International Engagement ). Other areas of responsibility include supporting other cross IIED initiatives, working with the Leadership Teams Coordinator and coordinating the Research Quality Group and the International Fellows programme. The post holder will support the work of the Donor Liaison Team and the Monitoring, Evaluation, Accountability and Learning Team as required. 1. Management and coordination of project work, budget and finance responsibilities (30%) Tasks include: Prepare, process and monitor donor, partner, subcontractor and consultant contracts Manage project budgets and produce regular financial updates. Complete day-to-day financial tasks as necessary including assisting with expense and Barclaycard processing Coordinate the production of regular financial reports to donors. Liaise with project funders, partners and subcontractors for specific finance-related tasks. Seek the advice of the Finance Group and the involvement of projects leaders, managers and senior coordinators as necessary. Prepare financial information and provide general support with submission of funding proposals Collect project data and information for monitoring, evaluation and learning purposes Identify and collate documentation for project audits as required Manage personal administrative tasks related to own work Update databases and information platforms for own projects. 2. Information, communication and networking (30%) In support of the Leadership Teams Coordinator provide all-round communications, logistical and administrative support prior to, during and after leadership team meetings Work with Internal Communications Steering Group to ensure timely and clear communication of institutional information including the coordination of the monthly report on activities Liaise with partners for the finalisation and production of research and other outputs Support communication within and between the Strategy and Learning Group and the rest of IIED on general information and administrative matters Proofread and format documents as required Update group, team and project pages on the IIED Portal and website Participate in the IIED-wide Coordinators and Core Group (COG) Participate in organisation-wide projects, initiatives or working groups for the development, implementation or improvement of systems and processes. 2

3 3. Event Management (25%) Organise internal and external IIED meetings and national and international events efficiently and cost-effectively. Provide all-round communications, logistical and administrative support prior to, during and after events. Upcoming events include the annual two-day IIED staff Retreat (in September 2015) and ongoing Critical Themes seminar series. Tasks include: Selecting and liaising with venues and caterers; managing communications with participants, managing invitee lists; arranging travel and accommodation and assisting with visa applications Producing flyers and event materials using branded templates, formatting meeting papers and PowerPoint presentations Organising travel arrangements for IIED staff and partners Attending events as required. Assist with facilitation, reporting and follow-up. 4. Group Support (15%) Organise the monthly Strategy and Learning Group meetings. Take minutes at the meeting and circulate these promptly Provide general administrative support including photocopying, information circulation, electronic and paper filing, arranging despatch/couriers, distributing team s incoming post, etc. Maintain and update IIED s contact database, in collaboration with IIED s Database Manager. This will include keeping records of event attendees, mail outs to contacts, data entry, reviewing and deleting old records. 3

4 Person specification Skills and experience Essential Qualifications Degree or equivalent level of education Knowledge Advanced knowledge of Microsoft office software (Excel, Word, Outlook) Knowledge of simple budget and financial management Familiarity with project management approaches; capacity to assess and organise resources Experience Work experience in similar administrative / coordination roles Experience of managing budgets and financial monitoring Event management experience Skills Very good oral and written communication skills: fluency in English to convey complex messages in a clear, concise and effective manner to different audiences; experience of writing and editing others work High level of analytical and synthesis skills Personal organisational skills (working to deadlines and under pressure, prioritising workload, multi-tasking, and the ability to be adaptable and flexible in a challenging environment). Ability to coordinate and support diverse teams. Commitment to team working Ability to liaise with a diversity of partners, donors, stakeholders and audiences at different levels and remotely Desirable Familiarity with SharePoint or Microsoft Dynamics CRM Project management qualification 4

5 Behavioural competencies Competency Description Level required Communicating with impact The ability to influence, negotiate, build awareness and create credibility with others through the use of clear and effective communication Delivering excellence A concern for delivering high quality work and 3 improving performance. Consistently looks for ways to add value to colleagues, partners and stakeholders Developing others Invests time and energy in fostering the long-term learning and development of others. This can involve the provision of practical advice, support, feedback or training to support development Empathy An ability and desire to understand individuals, 3 how they feel, their thinking and what drives their behaviour Flexible thinking The ability to understand and appreciate issues from a wide range of perspectives and adapt one s thinking and approach based on this understanding Information seeking A curiosity to find out more about people, concepts and issues. Asks questions to clarify understanding, conducts research or scans the environment for information that may be of future use Initiative Thinks ahead and takes decisive action to make the most of opportunities and avoid future issues 3/2 Integrity and commitment Leading others Understanding contexts Working collaboratively Demonstrates a commitment to the values of IIED and acts in the best interest of the organisation and its partners / stakeholders Leads own team and the wider organisation, through providing clarity, energy, decisiveness and long-term direction An ability to understand the organisational, political and cultural context within IIED and across other organisations / political bodies A desire to work cooperatively with others to maximise the effectiveness of IIED, build knowledge and understanding and minimise duplication of effort 3 3 For more information, see IIED Competency Framework. Expected levels of behavioural competencies enable the job holder to understand how they can be more effective in their role, how they can better support their colleagues, partners and stakeholders and how they can progress within IIED. 5