GISF Admin Officer

Job Description

Admin OfficerLocation: London/Manchester with flexibility to work from home12 month FTC (with the possibility of extension) Salary: £25,272 per annum (plus contributory pension)Join The Global Interagency Security Forum (GISF), an independent platform for security focal points from global humanitarian agencies operating overseas. GISF works directly with 120 + humanitarian agencies (members), as well as institutional donors, academicinstitutes, and NGO platforms, in order to enhance security risk management in humanitarian assistance. The Forum is not a registered organisation, but an independently run entity, currently hosted by Mines Advisory Group. For more information, please visit www.gisf.ngo.The RoleWe are looking for an exceptional Admin Officer to join our dynamic and successful team. This is a fantastic opportunity to a join a small but growing NGO, with an offices in UK/EU and North America. The aim of this role will be to provide administrative supportto the overall work of the GISF. The Officer will report to the Business & Operations Manager (BOM) and will be responsible for providing proactive administrative support to the GISF Secretariat. They will be responsible for expenditure and budget updates,managing payments to suppliers and from members, keeping records updated as well as supporting the various teams with all their administrative functions including donor reporting.Job DescriptionGeneral Administration Provide comprehensive and proactive administrative support to the GISF management team and Secretariat team Provide essential cover for the BOM in times of holiday/sickness absence Act as liaison with GISF Host organisation, MAG Advise GISF Team on MAG policies and protocols - will need to familiarise themselves with MAG policies and protocols Undertake or assist with specific projects on behalf of the Management Team Support the BOM to ensure coordination of Management Team and Secretariat Support arrangements for all GISF Forums and events, as required (logistics, invoice processing and payment, etc.) Provide cover for the Admin & Projects Assistant in times of holidays/sickness absence Managing consultant contracts - GISF projects Liaising with Project Leads and ensuring suppliers and contractor invoices are paid based on deliverables. Supporting GISF Team with projects - contract requirements (consultant and procurement), payments, in accordance with host policies and procedures Preparing donor reports Any other tasks as assigned to support the GISF Secretariat.Finance & Budget Liaising with Host finance team for payment of supplier invoices Liaising with Host finance team to raise invoices for members and purchases Managing the invoicing process to ensure prompt payment, responding to queries Ensuring New suppliers and contractors complete the required forms and are set up on system Following up on, and resolving invoicing and payment queries Collating and analysing monthly expenditure reports Updating GISF budget sheet with monthly expenditure Monitoring expenditure against budget and flagging any discrepanciesPerson SpecificationEssential Experience Proven administrative experience and ability to work proactively in a similar role. Experience in working with colleagues and contacts who are based off-site Experience in negotiating, liaising, collaborating and working with senior level colleaguesEssential Skills and Knowledge Excellent communication and interpersonal skills, ability to build effective working relationships and deal appropriately with key contacts at all levels both internally and externally. Proficient in MS Office (Outlook, Word, Excel and PowerPoint). Ability to ensure confidentiality is adhered to, and information is dealt with appropriately. Working autonomously as well as supporting team colleagues where appropriate. Ability to exercise good judgement, show initiative and be proactive. Ability to work well in a busy environment, with competing priorities. Excellent organisation and time management skills. Strong attention to detail and commitment to high quality work. Ability to accurately collate and present information and data in different formats for a variety of different audiences. Excellent written and spoken EnglishEssential Aptitude Ability to prioritise, focus and manage competing expectations within a large stakeholder group. Ability to work diplomatically and sensitively in political environments Demonstrable commitment to the GISFs vision High levels of integrity and openness with commitment to good governanceDesirable Prior experience with humanitarian coordination mechanisms Understanding of charities/NGO accountability processes. Knowledge of Salesforce Proficiency in a second language (French, Spanish, or Arabic preferred).Please note that as part of MAGs commitment to safeguarding, this post is subject to background checks before an offer of employment is confirmed. For more information on MAGs approach to background checks, please click here. You can also find moreinformation in the candidate information pack, available through the link belowMAG is committed to the principles of diversity, equality and inclusion. If you think you would be suited to one of our roles we would welcome your application regardless of your background. We strive to provide an inclusive and supportive working environmentwhere all employees feel respected and supported in fulfilling their potential.For the further information on the role, the application pack and details of how to apply, please visit the MAG website by the closing date of Friday 31st December 2021.Due to the high volume of applications that we receive, we are not able to respond to every application. If you have not heard back from us within 3 weeks after the deadline, it means that your application has not been successful.