We are recruiting an Information and Administration Officer
The BEARR Trust (www.bearr.org) is recruiting a part-time Information and Administration Officer, starting in September 2020. Work is carried out at BEARR’s office in central London and remotely.
This position requires:
- a well-organised self-starter who can work independently and with close attention to detail;
- experience of administration, event organisation, website and social media management, and good IT skills;
- a good working knowledge of Russian to at least UK A-level; and
- the flexibility to work extra hours when required, for example before an event.
It would also be helpful:
- to have worked or lived in one or more of the countries with which BEARR deals;
- to have experience of working in or with NGOs / CSOs; and
- to have experience of researching and writing fundraising applications.
The BEARR Trust is a small charity that helps children and other vulnerable and disadvantaged groups in Eastern Europe, Central Asia, and the Caucasus. We work with small local NGOs / CSOs involved in health and social welfare, supporting them to build knowledge, know-how, skills and contacts.
BEARR’s main activities are running networking events such as conferences and lectures, providing information through the website, newsletters and social media, and running a Small Grants Scheme. Trustees and volunteers do much of the work remotely, with the Information and Administration Officer providing administrative back-up and coordination.
The work varies according to BEARR’s schedule of events and activities. It requires on average 70 hours per month (about two and a half days a week). BEARR pays a fee of £15 per hour, and pro rata holiday pay according to the Working Time Regulations: there are no other benefits.
Please read the job description below. If you would like to discuss the post in more detail, please contact BEARR’s Chairman, Nicola Ramsden (nicola.ramsden101@gmail.com).
Please send applications, with your CV, to info@bearr.org by 31 August 2020
Information and Administration Officer Job Description
In brief, the work involves administering the BEARR office and aspects of the Small Grants Scheme, managing BEARR’s information services and organising BEARR events, working closely with the trustees responsible and with the Small Grants Officer.
Information and communications
- Responding to telephone, email and web enquiries.
- Updating the BEARR website, working with trustees.
- Compiling and distributing the bi-monthly newsletter, working with trustees.
- Organising and preparing for the bi-monthly trustees meeting.
- Managing a desk-share calendar for trustees and volunteers.
- Managing event publicity and bookings.
- Maintaining databases and mailing-lists.
- Keeping the office computer secure and in good order.
- Backing up data and ensuring compliance with data protection legislation.
- Classifying and storing information, ensuring the information is safe and easily accessible.
Accounts
- Collecting invoices, dealing with purchases and expenses.
- Writing invoices, banking cheques, keeping electronic and hard copies of transactions, working closely with the trustee responsible for finance (the treasurer).
Annual Conference (physical or online)
- For physical conferences: booking travel, visas and accommodation for overseas speakers; organising the venue, equipment, catering and volunteers.
- For online conferences or webinars: setting up and managing the chosen platform throughout the event.
- Promoting the conference or webinar on social media and to universities, partner CSOs etc.
- Managing bookings and answering queries.
- Compiling briefing papers (programme, factsheets, speaker biographies, copies of presentations) and conference and session slides / screens.
- Keeping careful account of the event finances and reimbursements.
- Overseeing registration and arrival of speakers and guests / participants.
- Arranging photos or screenshots for report.
Annual Lecture (physical or online)
- Promoting Annual Lecture through social media and email campaigns.
- Managing bookings and payments and compiling guest list.
- Responding to queries from the speaker and guests.
- Physical event: liaising with venue staff.
- Online event: setting up and managing the chosen platform throughout the event.
- Preparing handouts (leaflets, fact sheets) or online equivalent.
- Arranging photos or screenshots for report.
Social Media
- Running Facebook and Twitter accounts, promoting events, responding to queries, posting updates from SGS grantees (liaising with the Small Grants Officer – see below); sharing relevant news from partners and from the region.
Fundraising
- Researching potential funders and drafting applications to them, working with trustees.
- Managing online donation pages for general funding campaigns.
The BEARR Trust Small Grants Scheme.
Administration of The BEARR Trust Small Grants Scheme is shared with the Small Grants Officer. The Small Grants Officer:
- promotes call for applications on social media and various websites;
- emails announcement to all contacts on the database;
- responds to queries from applicants; receives and acknowledges applications;
- compiles spreadsheet with short information about each application; uploads all applications to a shared file to enable remote access by trustees;
- prepares statistics of applications received (per country, per section, etc); and
- compiles shortlist and prepares summary document for the trustees meeting.
The Information and Administration Officer then takes over and:
- informs successful and unsuccessful applicants (individual emails);
- drafts grant letters for signature by grantees; collects bank details and liaises with the trustee responsible for grant payments; and
- keeps in touch with all grantees and answers their queries / chases monitoring reports.
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