Programme Support Officer - Governance & Leadership

International Alert
  • Location
    London, United Kingdom
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    May 21

Position description

To provide high quality administrative, coordination and special project support to the Chief Executive Officer (CEO) and Executive Team, facilitating coordination acrossactivities and processes and ensuring the smooth running of the organization’sexecutive decision-making and governance bodies.

This will include taking a lead on the following specific tasks:

  • Coordinating Executive Team meetings, including maintaining active agenda tracking, producing accurate minutes, and pro-active follow-up.

  • Coordinating the meetings of Alert’s Board of Trustees, including agenda finalization, preparation of briefing packets and issue papers, minuting meetings etc.

  • Facilitating the Global Coordination Group (GCG, an inclusive leadership body) under the guidance of the Executive Team and designated GCG Chair.

  • Providing coordination and administrative support to the CEO.

  • Undertaking, coordinating or supporting defined special projects as agreed with

    the CEO and/or Executive Team.

Support the CEO, the Board of Trustees, and the Executive Team in fulfilling their roles in governance, leadership and management of the organization

  • Organise and administer key governance and management meetings as

    appropriate, including the timely distribution of papers to members and ensuring

    meeting rooms are ready and in good order.

  • Organise Board meetings (including those of its sub-committees), including travel

    arrangements, agenda preparation, minute taking and action tracking, under the guidance of the CEO and Chair of the Board on agendas and meeting papers, and support trustees as appropriate.

  • Coordinate the Executive Team, supporting the organisation, minuting and tracking of meetings and key initiatives.

  • Help facilitate the GCG, under the guidance of the Executive Team and designated Chair, including minuting and action tracking.

  • Take responsibility for financial management of the CEO’s office, including ensuring accurate allocation of costs, budget-holder authority and monitoring expenditure against approved budgets.

  • Manage the CEO’s calendar and travel.

  • Provide occasional coordination or administrative support to other members of the

Executive Team, with the agreement of the CEO and within scope of this job description.

 

  • Assist in the production of annual planning documents, including for presentation to the Board and to donors.

  • Compile and maintain an organisational calendar of key dates and events.

  • Assist with the organisation and implementation of annual global leadership and

    management gatherings.

Qualifications

  • Experience working as a personal or executive assistant to a Senior Executive
  • Experience taking fast and accurate minutes
  • Proven ability in the preparation of meetings and other professional gatherings, including the management of multiple calendars (currently using Microsoft Outlook)
  • Excellent written communication skills, including the ability to draft high-level documents, including correspondence and accurately transcribe
  • Excellent verbal communication skills, including cultural sensitivity and discretion in dealing with confidential or sensitive information
  • Excellent interpersonal skills, including team working, liaison and ability to be persuasive when progress-chasing other staff, managers and trustees
  • Excellent computer literacy, including the use of the MS Office suite
  • Excellent proven organisational ability, time management and work planning
  • Ability to meet deadlines under pressure and calmly to manage several competing priorities
  • Experience of undertaking key administrative or coordination roles in a non-profit, non-governmental or similar organisation.
  • Commitment to the mission and values of International Alert
  • Ability and willingness to occasionally work outside normal office hours

DESIRABLE REQUIREMENTS

  • Experience of working in or liaising with other international organisations
  • Working understanding of security management
  • In addition to English, command of another language especially French, Dutch, Russian or Arabic
  • Experience working in a peacebuilding or humanitarian INGO

Application instructions

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