Administration and Finance Officer

6 months ago

London, United Kingdom Peace Brigades International (PBI) UK Full time

Job description

We seek a highly-organised and motivated Administration and Finance Officer to improve and streamline our processes and procedures. You’ll help to develop new policies and to manage our grants, liaise with staff globally, and co-organise exciting events and activities in London & around the world.

Our work supports some extraordinary people on the forefront of human rights change and we hope to work with someone who shares our motivation in this endeavour. We believe a well-rounded team is made up of diverse people that bring different perspectives and experiences to contribute.

**Location**: UK; Flexible. Working from PBI’s London office is preferable. You can also work from home, though you will be expected to work from PBI’s office at least once a week, as well as attending other occasional meetings and activities in London.

**Contract**: 2.5 days per week - please state preferred working days/hours in cover letter.

**Salary & benefits**: £13,400 - £15,000 (pro rata of £26,800 - £30,000) dependent upon experience.

14 days annual leave plus public holidays (_pro rata_ equivalent of 28 days per year).

**About the Role**:
You will be responsible for designing and implementing systems and processes to ensure that PBI UK’s growing team can work happily, efficiently and effectively. You will use your organisational and communications skills to oversee the management of our facilities, and provide administrative and logístical support for PBI’s day-to-day activities and signature events. You will provide support to our finance and fundraising teams by helping report on expenditure of grants, and you will help the Director and Board with the management of human resources. By relishing the challenge of liaising with PBI’s diverse sections around the world, you will also contribute to global improvements in our operations. All in all, you will play an essential role in the timely management and delivery of our commitments to human rights defenders, by diligently tracking our obligations and coordinating elements of our projects and follow-up with the people we support around the world

Responsibilities include:
**Systems and processes - 15%**
- PBI UK’s team is growing at a steady pace, at the same time as PBI’s global work evolves to respond to the needs of frontline activists. You will work with the Director and team-mates to propose and develop systems and processes for efficient, effective and happy working now and in the future._
- Lead design, implementation evaluation and compliance of administrative systems & processes
- Maintain and keep record of insurances, software licences, IT hardware etc.
- Keep staff updated on procedures, including by participating in team meetings
- Help strengthen PBI’s policies, including those on diversity, equality, inclusion & accountability
- Knowledge management and content management.

**Administration, logistics, project delivery and facilities - 35%**
- PBI’s staff are constantly designing and implementing cutting-edge projects at home & abroad, while delivering flagship events and activities. You will help ensure all logistics are under control._
- Liaison with the coworking facility PBI works from to ensure a functional & enjoyable workplace.
- Lead day-to-day office and virtual procedures, e.g. room bookings & online meeting spaces.
- Lead implementation of logistics related to activities and events, including bookings & payments.
- Bookings & planning for staff travel and visits of grassroots human rights defenders to the UK.
- Maintain asset and supplier lists, sourcing quality suppliers who offer value for money.
- Support project delivery through diligent coordination, scheduling, tracking & following up.

**Finances and grant management - 30%**
- PBI UK is funded by a range of donors, sometimes acting as an intermediary to get resources to our frontline work. Ensuring these grants are managed and reported on professionally is vital._
- Liaise with PBI UK’s Head of Development and Finance Manager to ensure that expenditure is effectively recorded and coded to ensure effective auditing and reporting to funders.
- Liaise with contacts around the world to compile inputs for grant management and reporting.

**Human resources and governance - 10%**
- Our diverse team works flexibly across different locations. Making sure everybody has what they need to work impactfully, and that recruitment is successful, will be a key function of the role._
- Keep up-to-speed with human resources best practice to ensure implementation in PBI UK
- Support with job advertisements and recruitment processes.

**Other - 10%**
- Other activities in line with the position’s responsibilities.

**Essential Experience**
- Experience of office administration
- Experience of finance administration
- Experience liaising with multiple & varied stakeholders
- Proven track record of successfully multi-tasking

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