GISF Administrator & PA to Executive Director

Role Context

GISF is an independent NGO peer support network established in 2006 to provide a platform for global security focal points to share experiences, knowledge and learning. GISF is dedicated to improving the protection of aid workers and operations, to achieve sustainable access to populations in need.

Recognising that NGOs need to develop expertise in security risk management in order to deliver aid effectively in unpredictable operating environments, GISF’s vision is to continue to grow as a global hub for humanitarian security risk management for NGOs and other stakeholders that impact on security risk management in the humanitarian space.

The forum currently represents over 130 aid agencies operating internationally, its members including development, human rights and humanitarian organisations. Over the past 14 years, GISF has created a centre of excellence that gathers and disseminates good practice in security risk management (SRM) to improve policy and practice. GISF collaborate with a range of experts within and beyond the sector to ensure a coordinated approach and maximise gain for the whole sector. GISF crafts innovative research, hosts original training and events, and maintains a ‘one-stop-shop’ for security risk management in the humanitarian sector through its online hub.

GISF acts as a resource for the humanitarian sector and other stakeholders, including donors, academics and the private sector to improve good practice and build capacity on humanitarian security risk management.

GISF is supported by its membership and is funded by the US and UK governments. The Forum is not a registered organisation, but an independently run entity, hosted by a Member Organisation, currently Mines Advisory Group (MAG).

GISF Vision: Aid workers and operations are safe and secure to achieve sustainable access for populations in need

GISF Mission: GISF drives positive change in security risk management across the humanitarian sector through original research, collaboration and events.

GISF Values:

• GISF operates according to the fundamentals of the humanitarian principles, i.e. humanity, impartiality, neutrality and independence.
• GISF takes a professional, member driven and collaborative approach to its’ work.
• GISF aims to remain relevant to its’ members and the broader sector through continuous innovation and added value.
• GISF champions inclusivity across security risk management and operates in a transparent, accessible and open manner.

For more information, visit: www.gisf.ngo

The Job

We are looking for an experienced Administrator and Personal Assistant to provide proactive administrative support to the GISF leadership team and Secretariat. Reporting to the Business & Operations Manager (BOM), they will be responsible for acting as a PA to Executive Director, editing and updating the Membership database, managing suppliers, keeping records, invoicing, budget updates. They will produce regular reports and be responsible for managing their workload and prioritising work as appropriate.

In addition to this, GISF is currently undergoing the process of transitioning to a separately registered charity. As GISF transitions, this role will be key in understanding existing systems provided by the host, MAG, and then developing and implementing systems and procedures for GISF as an independent organisation. This role will also provide support in sourcing support services for GISF.

The successful candidate will have experience in office administration, diary management and of collaborating and working with colleagues at a senior level. You will have experience of coordinating events and activities, and have ability to work autonomously with high attention to detail, in a busy environment. You will have excellent communication skills with proven ability to build effective working relationships with key internal and external stakeholders.

Job Description

Personal Assistant to the Executive Director

• Oversee the management of the Executive Director diary, including liaising with a variety of internal and external contacts to arrange meetings, ensuring that time is prioritised effectively and appropriately
• Ensure all administrative tasks are completed on behalf of the ED including, but not limited to, expenses, time sheets and annual leave requests
• Collating, preparing and disseminating information and data as required by the Team (for internal and external correspondence, papers, PowerPoint presentations, reports, and providing appropriate information for meetings and events)

Membership/Events

• Supporting GISF PMOs (EU & North America) with membership administration
• Supporting GISF PMOs with event logistics, including venue, catering and set up
• Point of contact for all Salesforce queries and managing relationship with the Salesforce Consultant
• Maintaining GISF records and the Salesforce database
• Providing up-to-date Salesforce reports when required
• Editing Salesforce templates for various events and activities
• Membership Renewal – sending out membership invoices and reminders, monitoring payments, providing monthly reports to BOM on payments status
• Working with Membership team to monitor member engagement

General Administration

• Provide comprehensive and proactive administrative support to the GISF leadership team and Secretariat
• Provide essential cover for theBOM and Admin & Projects Assistantin times of holiday/sickness absence
• Act as liaison with GISF Host agency, MAG
• Advise GISF Team on MAG’s policies and protocols
• Support the BOMto ensure coordination of Secretariat
• Track stocks of GISF publications and organise mailouts as required
• Manage consultant contracts – GISF projects. This includes working with host HR & Procurement teams on requirements
• Maintain and update GISF Asset List and Office Manual
• Monitor and maintain GISF filing system and directory on Dropbox
• Update the GISF Team annual leave schedule and flag possible overlaps in annual leave
• Coordinate on changes to database and other GISF platforms as required and updates to training manual
• Any other tasks as assigned to support the GISF Secretariat, including specific projects assigned by the Leadership Team

Finance & Budget

• Liaising with Host finance team for payment of supplier invoices
• Liaising with Host finance team to raise invoices for members and purchases
• Managing the invoicing process to ensure prompt payment, responding to queries
• Ensuring New suppliers and contractors complete the required forms and are set up on system
• Following up on, and resolving invoicing and payment queries
• Collating and analysing monthly expenditure reports
• Updating GISF budget sheet with monthly expenditure
• Monitoring expenditure against budget and flagging any discrepancies
• Working with budget holders to provide quarterly/monthly forecasts
• Assist BOM with audits

GISF Transition to an Independent Charity

• Investigate systems and processes required for GISF Support without host organisation, presenting recommendations to BOM and Leadership team
• Source service and support options for independent GISF – finance, HR, etc.
• Work with BOM to ensure smooth transition to independence
• Work with BOM to implement new systems, procedures, and policies after transition

All HQ staff are expected to undertake the following general duties:

• Work within the framework of GISF and MAG’s core values, promoting its ethos and mission statement.
• Work towards achieving programme and/or department business plan objectives
• Ensure familiarity with and adhere to all GISF and MAG policies and procedures and keep informed of GISF activities
• Undertake and apply learning from appropriate training and development programmes.
• Undertake the role in a manner appropriate to the cultural context and within the local legal framework.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.

This is a non-contractual document that can be varied from time to time as circumstances dictate. This job description is intended to summarize the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All MAG staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.

Person Specification

Essential Experience

• Proven office administration and personal assistant experience, including diary management.
• Ability to work proactively
• Experience in working with colleagues and contacts who are based off-site
• Experience in negotiating, liaising, collaborating and working with senior level colleagues
• Experience working independently on, or coordinating projects, events or activities

Essential Skills and Knowledge

• Excellent communication and interpersonal skills, ability to build effective working relationships and deal appropriately with key contacts at all levels both internally and externally.
• Proficient in MS Office (Outlook, Word, Excel and PowerPoint).
• Very good CRM/Database skills – preferably, Salesforce
• Ability to ensure confidentiality is adhered to, and information is dealt with appropriately.
• Working autonomously as well as supporting team colleagues where appropriate.
• Ability to exercise good judgement, show initiative and be proactive.
• Ability to work well in a busy environment, with competing priorities.
• Excellent organisation and time management skills.
• Strong attention to detail and commitment to high quality work.
• Ability to accurately collate and present information and data in different formats for a variety of different audiences.
• Excellent written and spoken English

Essential Aptitude

• Ability to prioritise, focus and manage competing expectations within a large stakeholder group.
• Ability to work diplomatically and sensitively in political environments
• Demonstrable commitment to the GISF’s vision
• High levels of integrity and openness with commitment to good governance

Desirable

• Understanding of charities/NGO accountability processes
• Bookkeeping experience
• Experience using finance software such as QuickBooks, Sage, etc.
• Basic Salesforce editing knowledge / experience (Salesforce Admin)
• Proficiency in a second language (French, Spanish, or Arabic preferred)

Other Details

• Fixed term contract for 12 months (with possibility of extension)
• Full time – working 37.5 hours per week
• Salary: £27,360
• Location: London (flexibility of working from home)

How to apply

Application is by an application form, CV and cover letter. These documents should be submitted to [email protected] highlighting:

• How your skills and experiences match those in the job description as well as your interest for the role
• How you see this role fitting into your future career plans
• Also complete this Application Form. Your application will not be considered without this.

As this post is UK-based, you will need to show evidence of your eligibility to work in the UK.

Closing date: 3rd March 2023

For further details: see www.gisf.ngo or contact [email protected]