Internships

Entry Level Position: The Active Learning Network for Accountability and Performance in Humanitarian Action (ALNAP) is looking for a Programme Assistant (remote position)

1. Role in brief

The Active Learning Network for Accountability and Performance in Humanitarian Action (ALNAP) is a system-wide network organisation dedicated to improving the accountability and performance of humanitarian action by strengthening the humanitarian evidence base through sharing lessons, identifying key issues and, where appropriate, providing leadership to find collective approaches and solutions. ALNAP is hosted by ODI in London.

For more details on ALNAP please visit: www.alnap.org.

ALNAPs programme Assistant will provide administrative, budgeting, secretarial adn programme support to the ALNAP team. The post will be supervised with regular reviews and meetings with the line manager, the Senior Programme Manager (SPM) and the Programme Manager (PM).

The contract will initially be for 1 year between 2024 – 2025.

ALNAP offers a competitive salary depending on your experience and your location.

2. Main Duties and Responsibilities

Financial monitoring:

  • Tracking and documenting of all programme expenditure (actual and committed) against budgets
  • Using ODI’s financial system, processing suppliers’ invoices and coordinating with suppliers on their pending payments
  • Supporting the team and consultants to process their expenses
  • Managing monthly credit card reports and monitoring expenditure
  • Updating ALNAP’s internal monitoring budget ledger with all expenditure (team expenses, invoices, subscriptions etc)
  • Support the correct and effective set up, management, and closure of projects on Business Central.
  • Work with the SPM and PM to reconcile and follow through with outstanding Member and donor funding requests on an ongoing basis and particularly at year-end
  • In collaboration with the ALNAP team, particularly ALNAP’s PM and SPM, contribute to financial donor reports according to contractual requirements
  • Liaise with ODI finance and project management team to trouble shoot issues arising and to prepare for annual audits.

Contract management

  • Drafting and editing consultant and supplier contracts using the ODI database, liaising with contractors
  • Support the PM and SPM in liaising with donors and members on contractual issues
  • Checking supplier and consultant invoices against contracts
  • Tracking ALNAP’s long term consultant’s invoices against budget
  • Tracking ALNAP’s long term consultant’s leave days
  • Creating and maintaining folders for contractors with all relevant communication.

For more opportunities such as this please follow us on Facebook, Instagram, What’s App, TwitterLinkedIn and Telegram

Project management

  • Supporting ALNAP’s project teams with project management tools and budget advice
  • Representing the ops team in project team meetings as required
  • Support the comms team with updating ALNAP’s website
  • Working with the PM and SPM to ensure smooth project management across ALNAP’s workstreams
  • Supporting the SPM to roll out the annual work planning process

Network engagement:

  • Support delivery of member engagement activities/events/workshops, as planned with project teams, with the aim of developing and strengthening ALNAP’s relationships with its member organisations
  • Respond to donor and member enquiries, following up on requests for information where required
  • Support oversight of record keeping of ALNAP Membership Act as first point of contact for managing general queries to ALNAP from external stakeholders

General Programme Assistance

  • Support in organising the ALNAP Annual Meeting and other meetings/events including sourcing and booking venues, arranging facilities, liaising with participants
  • Monitoring and responding to enquires received via the general ALNAP email inbox
  • Arranging, taking minutes and tracking action points for team meetings and external meetings as required
  • Document and file management on Sharepoint
  • Checking and approving job and events listings on the ALNAP website
  • Monitoring and recording event attendance listings
  • General administrative support; ad hoc tasks
  • Acting as a point of contact between ALNAP and ODI central services when necessary

Team Coordination

  • Organising and participating in team meetings and retreats
  • Keeping updated records of team travel and work arrangements and ensuring good intra-group communication

3. Your Profile

You are an enthusiastic and forward-thinking professional that is happy both working in a team and independently. You prioritise well when working on multiple tasks, and you are keen to learn to manage new software. You are comfortable working with people from a variety of backgrounds and of contributing to a strong team that works together remotely.

Essential

Knowledge and Qualifications

  • Good understanding of basic financial management processes
  • High level of numeracy
  • Advanced IT skills to include excel, PowerPoint, Word, databases, email
  • Strong knowledge of project management software and processes

Experience

  • Experience in prioritising urgent tasks and dealing with multiple requests
  • Experience of providing administrative support
  • Experience of dealing with colleagues at senior level
  • Experience of organising events/workshops
  • Experience of budget monitoring
  • Experience of working effectively with colleagues to enable effective and efficient team working
  • Experience of maintaining systems to support effective administration, financial management and project delivery

Skills/Abilities

  • Able to use own initiative and apply proactive approach
  • Skilled at working with a team to achieve shared objectives
  • Strong organisational and analytical skills
  • Ability to prioritise effectively and to multitask
  • Ability to learn to use new software quickly
  • Data management skills
  • Good proof reading and editing skills
  • Ability to work under pressure and to strict deadlines
  • Excellent interpersonal skills and cultural sensitivity; the ability to deal with people from a variety of backgrounds

Desirable

  • Previous experience in an international research environment
  • Knowledge of key international institutions in the sector and beyond
  • Previous experience with Business Central or similar financial software

How to apply

Please submit a CV and a cover letter to [email protected] by midnight UK time on 11 August. Short-listed candidates will be contacted for interview and interviews will be conducted on a rolling basis.

Related Articles

Back to top button