Assisting the Programme Director and the wider team with administration, you will provide support that enables the team to meet their objectives and ensure an efficient running of the programme. The team is composed of 50% remote workers across London and other IS offices, and you will be responsible for a number of operations to support them, including but not limited to: diary management, budget forecasting and management, travel booking and expenses processing, servicing of regular meetings, financial processing, facilitating interdepartmental collaboration and specific tasks relevant to the programme, to ensure the efficient running of the programme.
This is a secondment cover of 4 months, with the possibility to extend, or become permanent.
Main Responsibilities
Manage financial processes and analysis, ensuring efficient financial management and administration of the programme
Prepare and facilitate preparations of project budgets, determining and utilising financial and other resource needs to ensure effective financial management within the Programme
Lead on the coordination of project overviews, programme planning, budgeting and reporting. Report accurately on the performance of the programme
Facilitate the planning and formulation of projects, ensure that standard IS tools and systems are used appropriately and project planning and reporting is done in a timely fashion and in line with IS priorities
Provide event organization/conference management and travel scheduling, including coordinating logistics for missions in compliance with security assessments, resolving any problems that are encountered with minimal support
Contribute to evaluation, development, maintenance and monitoring of IS-wide systems and procedures to enable increased effectiveness and efficiency, including sound judgement and advice to relevant staff and programme management
Skills And Experience
Experience of administering and coordinating a large and diverse department or programme at a senior level
Experience of preparing and monitoring budgets (including project budgets), and an ability to identify budget problems and solve them
Knowledge and practice of budget maintenance systems, financial resources management and record keeping
Ability to communicate clearly, concisely and diplomatically in English – verbally and in writing, face to face and over the telephone
Experienced in and capable of handling confidential information relating to e.g. human rights issues, organizational issues, staffing/personnel
Project management experience and training desirable
