Administration & Finance Assistant (London)

Internews Europe

Administration & Finance Assistant (London)

Job Description

Job Title: Administration & Finance Assistant

Reports to: Executive Director

Location: London, UK

Deadline: 5th February 2012

Starting Date: March 2012

Duration: Permanent – 50% part-time position.

BACKGROUND:

Internews Europe is an international media development organisation whose mission is to empower local media worldwide to give people the news and information they need, the ability to connect, and the means to make their voices heard.

Internews Europe will be expanding its Central London office during 2012 to become an important centre of international programme management, development and fundraising. We therefore require additional administrative support from an enthusiastic, punctual and professional candidate. This is an exciting opportunity to join a highly respected international development NGO at a time of growth and new challenges.

GENERAL FUNCTION:

The Administration & Finance Assistant will provide overall support and logistics assistance to the Internews Europe London office and employees in addition to remote support for colleagues in the Paris office as/when required.

Key Responsibilities:

• Personal Assistant support to the Executive Director and other senior directors as required

• Handling daily administrative matters relating to UK charity and company law compliance

• Management of international travel reservations and itineraries for London based staff and visitors

• Coordination of international visa applications for travelling staff

• Bookkeeping (receipts, banking, reconciliation, supplier accounts, reporting….)

• Coordination of field expenses for travelling staff; collation of receipts and expense reports • Financial reporting to Paris office

• Logistical support to outreach and communications events as required

• Ensuring smooth handling of administrative matters between London and Paris offices

• Management and data input for a variety of projects/departments

• Writing and dispatching routine or straightforward letters

• Answering general queries by telephone and welcoming visitors

• Photocopying/scanning documents

• Sorting and opening post

• Maintaining records, filing systems and computer files

• Ordering stationery and other office supplies

• Placing orders for specialist printing, stationery and business cards as required

• Ensuring office furniture and facilities are maintained to a high standard

• Other general administrative duties as required

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each necessary duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Essential • Experience of similar positions or responsibilities

• Excellent oral and written communication skills

• Experience of undertaking a range of tasks and prioritizing to meet deadlines

• Experience of using MS Word, Excel and Outlook and/or MAC

• Bookkeeping skills

• Experience of creating and maintaining databases and filing systems

• Experience of working effectively under pressure, demonstrating a calm, confident and flexible approach to work

• Committed team player; flexible and adaptable to varying work demands

Desirable

• French, other European or international language skills

• Work experience in other international development NGOs or UK charities

• Experience of financial procedures although training can be provided in this area

CONDITIONS:

Type of contract: Consultancy into PAYE Benefits: £18,000 GBP per annum pro-rata (50% part-time position).

TO APPLY: Please send your application file (CV in English of no more than 3 pages, motivation letter and the names and contacts of three referees) to jobs@internews.eu
Subject/Reference: “AFA – UK” and your name in the subject line Deadline for applications: 5th February 2012 Incoming Applications will be reviewed on a regular basis.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.