Administration Officer

Job Title: Finance and Administrative Officer

Hours of Work: 2.5 days per week

Starting Salary: £25,752 per year – Pro Rota

Duration of Contract:  1 year (sabbatical leave cover)

Accountable to: Senior Finance Officer

 

Purpose of the post:

To be the first point of contact for IKWRO - Women’s Rights Organisation, responding in competence to the needs of women and girls in need of IKWRO’s help and professionals who approach the organisation according to the policy of the organisation.

To provide a comprehensive financial service to IKWRO - Women’s Rights Organisation in accordance with legislation, regulatory bodies, policies and to SORP standards.

To enable the smooth and efficient running of IKWRO’s office by providing administrative support, responsibility of administration including maintaining staff files, and bookkeeping services.  The key aspects of this post are; administrative work and support, financial support, writing reports, and helping with human resource management.

Main duties and responsibilities:


Act as first point of call for all external communications including general email, post and telephone enquiries
To provide overall reception and administrative duties, including dealing with all incoming telephone calls, responding to basic enquiries and referring others to the appropriate person within IKWRO’s team of staff or appropriate organisation.
Process and prepare financial and business forms for the purpose of checking account balances, facilitating purchases, etc.
Monitor receipt of Housing Benefits from IKWRO’s Refuge residents
To deal with incoming/outgoing mail and invoices.
To provide support to director, managerial team and other staff, as needed.
To oversee and control office equipment, facilities, and furniture, ordering of stationery, control supplies, and liaise with suppliers.
To develop and update IKWRO’s mailing list, and assist with conferences.
To attend staff and other meetings as necessary and take minutes.
To develop and be responsible for the maintenance of effective manual and computer based filling systems in the office.
To maintain the records of staff attendance, leave and sickness including organising employee annual leave, timesheets, and vacation requests.
To assist with human resources including the recruitment of new applicants and volunteers.
To process IKWRO’s membership applications and volunteer database, maintain and regularly update list.
 To assist and take responsibility for providing administrative support for initiatives such as the AGM, conferences, training events and workshops organised by IKWRO.
 To be responsible for the payroll, payment to staff, volunteers, and beneficiaries in cooperation with Senior Finance Officer and to maintain a good relationship with our service providers.
 Providing monitoring and evaluation of the services providing by IKWRO, including distributing surveys and recording data accordingly.


Other Responsibilities:


To adhere to, and to comply with IKWRO’s Equal Opportunities and Confidentiality policies.
To attend regular supervision meetings with IKWRO’s Senior Finance Officer.
To take up training on matters relevant to your work in agreement with your Line Manager.


 

Personal Specification

Essential skills:


At least two years experience of administration and finance work.
Fluent in English both speaking and writing.
Fluency in at least one of Middle East and North African languages.
Excellent knowledge of Microsoft Office, especially Excel.
Good Knowledge of IT system and equipment.
A strong ability in account, payroll and petty cash systems.
Fast and Accurate typing skills.
Experience of minute taking at meetings and events.
Experience of organising meetings and seminars.
Ability to work under pressure and to deadlines.
Excellent organisation skills.
Excellent verbal and written communication skills.
Ability of good team working, and to support others in working as part of a team.


Desirable skills:

1. Knowledge of using Quick Books or other accounting software packages.