GISF Admin Officer

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Job description

GISF Admin Officer

Location: London/Manchester with flexibility to work from home

12 month FTC (with the possibility of extension)

Starting salary for this position is £25,272 per annum (plus contributory pension)

Join The Global Interagency Security Forum (GISF), an independent platform for security focal points from global humanitarian agencies operating overseas. GISF works directly with 120 + humanitarian agencies (members). The GISF Secretariat and Steering Group also engage and collaborate with a wide range of actors, including institutional donors, researchers, UN agencies, academic institutes, think tanks, consultants and NGO platforms, in order to promote and enhance security risk management in humanitarian assistance. The Forum is not a registered organisation, but an independently run entity, currently hosted by Mines Advisory Group.

For more information, please visit .

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.

The Role

We are looking for an exceptional Admin Officer to join our dynamic and successful GISF team. This is a fantastic opportunity to a join a small but growing NGO, with an offices in UK/EU and North America.

The aim of this role will be to provide administrative support to the overall work of the Global Interagency Security Forum (GISF). The Administrative Officer will report to the Business & Operations Manager (BOM) and will be responsible for providing proactive administrative support to the GISF Secretariat. They will be responsible for GISF expenditure and budget updates, managing payments to suppliers and from GISF members, keeping GISF records updated as well as supporting the various GISF teams with all their administrative functions including donor reporting. They will produce regular reports and be responsible for managing their workload and prioritising work as appropriate.

Job Description

General Administration

Provide comprehensive and proactive administrative support to the GISF management team and Secretariat team
Provide essential cover for the BOM in times of holiday/sickness absence
Act as liaison with GISF Host organisation, MAG
Advise GISF Team on MAG policies and protocols - will need to familiarise themselves with MAG policies and protocols
Undertake or assist with specific projects on behalf of the Management Team
Support the BOM to ensure coordination of Management Team and Secretariat
Support arrangements for all GISF Forums and events, as required (logistics, invoice processing and payment, etc.)
Provide cover for the Admin & Projects Assistant in times of holidays/sickness absence

Managing consultant contracts - GISF projects
Liaising with Project Leads and ensuring suppliers and contractor invoices are paid based on deliverables.
Supporting GISF Team with projects - contract requirements (consultant and procurement), payments, in accordance with host policies and procedures
Preparing donor reports
Any other tasks as assigned to support the GISF Secretariat.

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

Person Specification

Essential Experience

Proven administrative experience and ability to work proactively in a similar role.
Experience in working with colleagues and contacts who are based off-site
Experience in negotiating, liaising, collaborating and working with senior level colleagues

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).
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

Prior experience with humanitarian coordination mechanisms
Understanding of charities/NGO accountability processes.
Knowledge of Salesforce
Proficiency in a second language (French, Spanish, or Arabic preferred)

Please note that as part of MAG's commitment to safeguarding, this post is subject to background checks before an offer of employment is confirmed. For more information on MAG's approach to background checks, please click here. You can also find more information in the candidate information pack, available through the link below.

MAG is committed to the principles of diversity, equality and inclusion. If you think you would be suited to one of our roles we would welcome your application regardless of your background. We strive to provide an inclusive and supportive working environment where all employees feel respected and supported in fulfilling their potential.

For the further information on the role, the application pack and details of how to apply, please visit the MAG websiteby the closing date of Friday 31st December 2021.

Due to the high volume of applications that we receive, we are not able to respond to every application. If you have not heard back from us within 3 weeks after the deadline, it means that your application has not been successful.