Operations Support Co-ordinator

Action Against Hunger UK

Job Location: London, UK. Office based, but with the option to work up to 40% at home

Duration: Permanent.

Working Hours: 19 hours per week

Salary Band: £30,129 – £31,885 pro rata

For 40 years, across nearly 50 countries, Action Against Hunger has led the global fight against hunger. We save the lives of children and their families. We are there for them before and after disaster strikes. We enable people to provide for themselves, see their children grow up strong, and build prosperous communities. We constantly search for more effective solutions, while sharing our knowledge and expertise with the world. We push for long-term change. We will never give up. Until the world is free from hunger.

The Operations Department at Action Against Hunger UK envisions a more effective humanitarian and nutrition sector, able to evidence effectively and adapt efficiently to meet the needs of those affected or at-risk of disasters and hunger. The department has a mission: to improve the quality and impact of humanitarian action by harnessing the power of information and knowledge. To achieve this, the department focuses on three key areas of work: 1) information and knowledge management; 2) innovative research and action and; 3) programme design and funding. By delivering technical assistance across these three areas to the Action Against Hunger International network and a series of external partners, we are helping to create and deliver more exciting and more impactful humanitarian interventions.

About the role

The Support Coordinator will be a key member of the Action Against Hunger Operations Department providing financial, administrative and coordination support to wider Operations department in delivery of their strategy. The primary purpose of this role is to coordinate, develop and support Action Against Hunger’s Programme Funding, MEAL and nutrition teams in the coordination and administrative management of business development, financial tracking and the implementation of grants and contracts.

Decisions and judgement

The job involves working within broad guidelines and using discretion and initiative across a range of administrative and coordination tasks. The job is subject to managerial direction and might involve some travel or work out of normal office hours.

Key duties and responsibilities

Administrative support and Team coordination (representing 60% of role)

  • Act as a coordinator in the team workplan/capacity tracker, team meetings etc;
  • Provide ad hoc support on projects including travel; logistics; safety and security; financial tracking/management;
  • Provide support on administrative processes relating to contract management.
  • Interact with donors/clients as appropriate.
  • Update various trackers on a scheduled basis including programme funding tracker, bidding tracker and project implementation tracking.
  • Identify and source potential new funding opportunities and share with UK and IDRU (including monitoring Start Fund)
  • Complete the financial, administrative and logistical sections/ clauses/ annexes/ appendices as appropriate for different bids;
  • Support the Project Lead with the collation of sections and submission for bids as required;
  • Liaise with the Operations Dept to share funding opportunities.
  • Support the monitoring and updating of information management systems.

Finance support (representing 20% of role)

  • Support individual project managers on the day to day implementation of projects, particularly on the budget against targets/milestones/indicators;
  • Review and address internal financial, admin and management processes with other members of the Ops and Finance departments.

Contract Management (representing 15% of role)

  • Act as a point of contact for downstream partners and manage queries from consultants and contractors;
  • Periodically review (with Legal, Risk and Compliance Counsel) the different contract templates;
  • Support on the day to day management of Operations projects and their budgets as required, including the raising and submitting of invoices and requisitions;
  • Prepare financial and narrative reports for clients/donors and/or support the project lead to do so;
  • Provide guidance, spot checks and training on proper information management.

Due Diligence (represents 5% of role)

  • Ensure managers have completed and followed up on all due diligence processes for headquarters.

The post holder will be expected to adhere to the terms of the Action Against Hunger International Code of Conduct and associated policies, as a condition of their employment. All employees have particular responsibility for understanding and following protocols in relation to safeguarding (children and vulnerable adults), and protection from sexual exploitation and abuse (PSEA). Those in management positions are also responsible for ensuring that staff, volunteers, consultants and other key stakeholders are made aware of and supported in implementing these measures.

person specification

Qualifications / education required

Essential

  • Bachelor’s degree in a field related to social sciences or development and/or equivalent experience.

Desirable

  • Beneficial additional languages: French, Spanish.
  • Specific training in finance, risk and/or compliance.

Experience required

Essential

  • Experience in tracking, monitoring and reporting on budgets
  • Experience in managing logistical processes of a large team
  • Methodical approach to grant management and oversight
  • Strong administrative skills
  • IT Literate, particularly in using excel, word and power point
  • Excellent time management and ability to work independently without constant supervision
  • Versatility and tolerance to change
  • Excellent interpersonal skills with a good level of English written and oral communication levels
  • Experience in working in a team
  • Ability to communicate effectively through email, skype etc
  • Ability to create solutions or responses to problems in an autonomous way
  • A demonstrable personal and professional commitment to uphold the principles and practices in relation to equality, diversity and inclusion.

Desirable

  • Experience of working remotely with a dispersed team
  • Good level of understanding of UN and INGOs ways of working

Competencies required

  • Self Confidence: Holds themselves accountable for meeting their objectives. Leads positively and with self-confidence while maintaining listening, understanding and responding.
  • Initiative: Seeks out fresh ideas and revises own views when presented with new information.
  • Problem solving/Judgement: Gathers relevant information before making decisions and/or escalation.
  • Team work and cooperation: Build a strong network of collaborative relationships. Works flexibly showing a ‘can-do’ attitude.
  • Comfortable with change: adapts well and suggests areas for change.
  • Planning, organising and coordination: Strives to work to the highest quality in all situations and produce the highest quality outputs, through attention to detail and thoroughness
  • Communication: Is clear and coherent in both writing and verbal skills.
  • Analytical thinking: Probes information and assumptions to establish facts and identifies common themes. Is logical in approaching issues.

How to apply

https://www.charityjob.co.uk/jobs/action-against-hunger-uk/operations-support-co-ordinator-office-based-but-with-the-option-to-work-up-to-40-at-home-/843515?tsId=1


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