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Executive Team Administration Officer

3 months ago

London, Greater London, United Kingdom Right To Play Full time

Organisation:
Right To Play International

Department/Division:
Headquarters

Reports to:
Vice President, Country Offices

Work Arrangement:

A combination of in-office and remote-working in accordance with Right To Play's work arrangement and the operational needs of the department (around 2 days per week in our London office in Kennington).


Authorised to work in:
UK (Eligible to work legally without requiring work visa sponsorship)

Target Hiring Range:
Starting fromGBP32,961 per annum (depending on experience)

Contract Duration:
Permanent / Full-time

Application Closing Date:23 April :59 BST

ABOUT US:


Right To Play is a global organisation that protects, educates and empowers children to rise above adversity through the power of play.

We help millions of children each year to stay in school and out of work, to prevent life-threatening diseases and to stay safe from exploitation and abuse.

We are the leading global development organization that uses play to transform the lives of children and youth impacted by poverty, war, disease and inequality.


Established in 2000, Right To Play reaches children through experiential programming in 14 countries in Africa, Asia, the Middle East, and North America.

These programs are supported by our headquarters in Toronto, Canada; London, UK and seven national offices across Europe and North America.

With a shared passion for our mission, our Culture Code guides how we act and interact based on five core pillars:


  • Accept Everyone
  • _Be intentional about inclusion_
-
Make Things Happen - _Seek opportunities to lead and innovate_
-
Display Courage - _Act with integrity_
-
Demonstrate Care - _Look after yourself and one another_
-
Be Playful - _Have fun at work_


Please visit our website to learn more about who we are and what we do, and watch this video to find out about the five pillars of our Culture Code.


ROLE SUMMARY:


The Executive Team (ET) Administration Officer provides a range of administrative support to the ET Members based in the UK.

- _______________________________________

WHAT YOU'LL DO:

#1. Administrative Support (30% of Time)

  • Arranges and organises video conferences events and meetings as required by ET members
  • Manages the agendas as required by ET members based in the UK
  • Supports ET members to develop business cases and / or highquality presentations as required
  • Provides administrative support to all ET events and inperson meetings in the UK including arranging facilities, supplies, meals, hotel bookings, etc.
  • Supports with planning for and minuting action points from key meetings, e.g. Country Director meetings, Global Programmes Unit Senior Membership Team (SMT)

#2. Project Planning and Management (20% of Time)

  • Supports the development of Programme Quality and Impact (PQI), Country Office (CO), Partnerships and People and Culture (P&C) annual implementation plans against organization strategy
  • Tracks PQI, CO and P&C team progress against annual implementation plans
  • Supports ET members in the UK to prepare, monitor and report on their Annual Performance Agreement
  • Manages and coordinates discreet improvement projects such as managing a consultant to deliver a piece of work.

#3. Travel (20% of Time)

  • Provides practical support to ET members on preparation, submission, approval and tracking of TAFs and expense claims by gathering relevant data and completing relevant forms.
  • Works with country programmes on ET members' trip agendas and logístical arrangements including processing of visas
  • Tracks PQI and P&C team travel (against plans and budget)
  • Maintains the global travel calendar as UK focal point together with National Offices and Canada focal points

#4. Budget Management and Monitoring (10% of Time)

  • Supports the annual budgeting process for the following ET members:, Chief People and Culture Officer, Vice President, Impact & Quality, and Vice President, Global Program Partnerships and works across the broader teams to ensure the appropriateness of assumptions.
  • Monitors the budgets Vs actual reports and draws attention to the ET members based in the UK and works with the supervisors to address variances where needed.
  • Facilitates the procurement process and payments of providers, consultants and vendors contracted directly by ET members based in the UK and PQI.
  • Supports midyear budget reforecast

#5. PQI Support and Coordination (10% of Time)

  • Coordinates all meetings of the PQI Senior Management Team including facilitating agenda setting, preparing actionbased minutes and following up with team members on progress against actions.
  • Develops, coordinate and disseminate PQI team travel and leave schedules
  • Sets up shared meetings and manage agendas for PQI, including working with country teams to decide on agenda items for CoPs
  • Coordinates all broader PQI recurring meetings (e.g. PQI meeting, HQ global) including