Program Support and Administration Officer

Organization: Right To Play International

Work Location: London SE11 5DP

Authorized to Work in: UK (Eligible to work legally without requiring sponsorship or work permit)

Work Arrangement: A combination of in-office and remote-working in accordance with Right To Play’s work arrangement and the operational needs of the department (around 2 days per week in the office)

Target Hiring Range: £30,000 – 34,000 per annum

Target Start Date: Immediate

Contract Duration: Permanent/Full-time

Closing Date: 27 September 2022

BACKGROUND:

Right To Play is a global organisation that protects, educates and empowers children to rise above adversity using play. By harnessing play, one of the most powerful and fundamental forces in a child’s life, we helped 2.3 million children last year to stay in school and out of work, to prevent life-threatening diseases like HIV and malaria and to stay safe from exploitation and abuse. We are the only global development organization focused exclusively on using play to transform the lives of children and youth impacted by poverty, war, disease and inequality.

Established in 2000, Right To Play reaches children through experiential programming in 15 countries in Africa, Asia, the Middle East, and North America. These programs are supported by our headquarters in Toronto, Canada; London, UK and eight national offices across Europe (Germany, The Netherlands, Norway, Sweden, Switzerland, UK) and North America (Canada, US).

With a shared passion for our mission, our Culture Code guides how we act and interact based on five core pillars:

• Accept Everyone – Be intentional about inclusion
• Make Things Happen – Seek opportunities to lead and innovate
• Display Courage – Act with integrity
• Demonstrate Care – Look after yourself and one another
• Be Playful – Have fun at work

Please visit our website to learn more about who we are and what we do, and watch this video to find out about the five pillars of our Culture Code.

JOB SUMMARY:

Reporting directly to the Chief Program Officer, the Program Support and Administration Officer provides a range of administrative and programmatic support to the Global Programs Unit, Executive Team (ET) Members based at the UK hub office and outside Canada Headquarters. Based in Right To Play (RTP)’s London office, this pivotal role supports the Chief Programs Officer and the Global Programs Unit (GPU) in:

• Agenda management for the Chief Program Officer
• Administrative support including procurement, contracting and travel arrangements
• Program support and coordination
• Coordination and follow up of regular meetings and events, many of which involve colleagues in multiple countries
• Annual, semi-annual and quarterly planning, budgeting and monitoring
• Project management support for discreet initiatives led by the Global Programs Team

Some international travel may be required.

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PRIMARY RESPONSIBILITIES:

Job Responsibility #1: Administrative and Procurement Support (35% of Time):

• Actively manage the Chief Program Officer’s agenda, anticipating and setting up cyclical events including staff performance reviews and regular meetings with colleagues. Anticipate and block out time for preparation of documents, etc. Support scheduling for recruitment processes, etc.
• Serve as the contact person for all internal and external requests for information and communication materials. Promptly respond to all requests or redirect to the appropriate department
• Develop, coordinate and disseminate GPU team travel and leave schedules
• Provide administrative and troubleshooting support to all Global Program Unit (GPU) team members’ travel, ensuring they are fully oriented on the travel system set up with the vendor and are supported to use it
• Support team members through all travel arrangements, including visas
• Develop and seek approvals for travel expense claims for ET Members based outside Canada
• Serve as the focal point for all GPU team procurement, supporting team members to prepare requisitions, collaborating with the Operations Manager in the UK to complete procurement processes ensuring value for money and compliance with procurement procedures and policies
• Support GPU teams in developing contracts for vendors and consultants, reviewing contracts and facilitating approval processes
• Manage incoming / outgoing mail and general info box emails as required
• Manage the GPU filing system
• Support the Operations Manager in undertaking other administrative duties related to the London office, including deputising when they are on leave
• Support office onboarding and offboarding of UK employees

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Job Responsibility #2: Program Support and Coordination (35% of Time):

• Coordinate all meetings of the GPU Senior Management Team including facilitating agenda setting, preparing action-based minutes and following up with team members on progress against actions
• Coordinate all broader GPU recurring meetings (e.g. Program Quality and Impact meeting, Country Directors’ meeting, webinars and other online events) including facilitating agenda setting, preparing action-based minutes and following up with team members on progress against actions
• Provide administrative support to all GPU in-person meetings in the UK including arranging facilities, supplies, meals, hotel bookings, etc. Provide similar support to ET members holding in-person meetings in the UK, including for individual ET member visits
• As required, provide administrative support for events happening in countries where we work

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Job Responsibility #3: Support for Planning, Budget Management, Monitoring and Reporting (15% of Time):

• Coordinate the GPU’s annual planning ensuring that all submissions are prepared, reviewed and submitted on time, within agreed parameters
• Manage the preparation of the team’s annual budgeting and semi-annual forecasting
• Support the GPU to monitor and report on progress against plan and budgets
• Support the Senior Management Team of the GPU to prepare, monitor and report on their annual Performance Agreement

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Job Responsibility #4: Project Management (10% of Time):

• Manage and coordinate discreet improvement projects such as managing a consultant to deliver on a revised safeguarding policy and procedures, revisions of country strategic plans, reviews of annual country plans, etc.
• Support the Chief Program Officer and the GPU Senior Management Team members to develop business cases and / or high-quality presentations as required

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Job Responsibility #5: Perform Other Duties as Assigned (5% of Time):

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MINIMUM QUALIFICATIONS (Must have):

EDUCATION/TRAINING/CERTIFICATION:

• Bachelor’s degree or equivalent in management, administration, international development or related discipline; or equivalent work experience

EXPERIENCE:

• 3 years’ experience in program support and/or administration in national or international organizations
• Experience or demonstrated skills in supporting planning processes and monitoring progress
• Experience in preparing action-based minutes and following up on actions

COMPETENCIES/PERSONAL ATTRIBUTES:

• Highly organized, ability to set priorities and complete multiple tasks on time to a high quality
• Inquisitiveness, fast and eager learner
• Ability to collaborate with culturally and geographically diverse teams
• Possess customer-centric mindset and approach to resolution of issues
• Strong attention to detail

KNOWLEDGE/SKILLS:

• Proficiency in the use of Microsoft Office Suite (Word, Excel, PowerPoint, etc.)

LANGUAGES:

• Fluency in spoken and written English

DESIRED QUALIFICATIONS (An Asset):

• Fluency in another language – spoken and written (Arabic, French, Portuguese, etc.)

WHO YOU ARE:

You are an organized and energetic person with a passion for learning about international programs, and a deep interest in the vision and mission of RTP. You can quickly grasp and use multiple streams of information to drive efficiency and a commitment to providing excellent service and support to a diverse team. You are comfortable taking initiative, making day-to-day decisions and asking questions that help you grow in the role. You have a positive, follow-through mindset and an interest in having fun while making things happen in a fast-paced environment where your tasks are varied.

WHAT YOU’LL GET:

The opportunity to work with a passionate, innovative and collaborative team where you have the ability to make things happen. You will gain experience working for a globally recognized organization with a healthy culture premised on our Culture Code (accept everyone, make things happen, display courage, demonstrate care and be playful). In addition, we offer a competitive salary and benefits package including:

• Flexible work policy (e.g. work from home and flex hours),
• 25 days annual leaves plus statutory holidays,
• Up to 5 personal learning & development days per year, and
• Summer/Winter hours.