Administrative Support Officer

Job description

Location: Remote/ Home-based in UK. Occasional national and international travel required.

Contract: 1 year with the possibility of extension dependent on continuation of funding

Reporting to: Deputy Head of Operations

Salary: £35,000

Additional benefits: 25 days annual leave plus public holidays (annual leave increasing by 1 extra day for every year's service up to 30 days total), life assurance and access to an employee assistance programme.

Overview

We are seeking a highly organised, values-led Administrative Support Officer to provide essential administrative, financial, and coordination support to ensure the smooth and effective day-to-day operations of WeProtect Global Alliance.

In this new role, you will join our small, remote Secretariat and support administration, finance, staff coordination and meetings, helping the team work efficiently while upholding a strong commitment to child protection and the mission and values of WeProtect Global Alliance.

If you are motivated to use your skills to contribute to our global mission of creating a digital world free from harm for children and young people, this is the place for you.

Job description

Overall purpose of role

The Administrative Support Officer will play a vital role in ensuring the smooth and effective day-to-day running of WeProtect Global Alliance. Reporting to the Deputy Head of Operations, this new role provides wide-ranging support across administration, finance, HR, and team coordination, ensuring that internal processes run efficiently in a dynamic, remote working environment.

Key Responsibilities

Administrative and Operational Support

• Provide general administrative support to the Secretariat, including correspondence, maintaining organisational records and policies, and managing virtual offices.

• Schedule and coordinate Board and FRAC meetings, including preparing materials and accurate minute-taking.

• Support the organisation of retreats, away days, and staff travel, as well as managing the Monday meeting rota and staff engagement activities.

• Order equipment, business cards, and other items for staff as needed, and maintain the fixed asset register.

• Provide ad-hoc support to the Communications Lead, assisting with administrative tasks, coordination, and document preparation as required.

Finance and Contracts Administration

• Support financial processes by coding and processing invoices, expenses, and receipts, assisting with monthly financial consolidation, and coding income allocations.

• Provide support with audits (UK and Stichting), intercompany transfers, payroll variance checks, and day-to-day banking.

• Assist with contract administration and supplier relationships, including account management (e.g. CloudTech24, Signeasy).

• Support payment approvals and processing in Telleroo, and contribute to accurate record-keeping for budget and compliance purposes.

Staff and HR Support

• Support recruitment processes, including the administrative aspects of staff onboarding and offboarding.

• Assist with payroll payment processing, insurance management, and HR compliance for UK and Irish staff.

• Help coordinate staff support initiatives, such as leaving gifts and team events.

Team Coordination and Events Support

• Organise and support regular team meetings.

• Circulate new policies, processes, and organisational updates to ensure staff remain well-informed.

• Contribute to the delivery of the biennial Global Summit and other major events where required.

Process Improvement and Capability Building

• Work closely with the Deputy Head of Operations to strengthen operational systems and ensure effective, compliant day-to-day management.

• Support internal training initiatives to build staff capability in finance, HR, and operational processes.

• Identify opportunities to improve processes and implement best practice across the organisation.

See attached document for the full job profile.