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Admin & Logistics role - Client Services Assistant

Location
Oxfordshire
Sector
Secretarial & Administration, Charity
Salary
Competitive
Job Type
Full Time
Date Posted
Mar 2, 2018

Job Description

Humentum is a global nonprofit/charity focused on advancing operational excellence for social good. We build the capacity of staff at international development and relief organisations to address the operational challenges they face while working toward their missions. Humentum was created from the merger of three well-established organisations: Mango, a UK-registered charity and social enterprise that specializes in financial management; InsideNGO, a Washington, DC-based member association of international non-governmental organisations; and LINGOs, a virtual not-for-profit capacity building organization specializing in eLearning. Learn more about us here: www.humentum.org/uk
Position Description
The Client Services Assistant will be based in the Oxford Office and will provide effective administrative and logistical support to 3 service areas of Humentum’s Clients Services Team: In-house Training Programme, Consultancy and Capacity Building.
Key Responsibilities:
1. Provide efficient and effective administrative support
2. Make logistical arrangements for the Client Services Team
3. Undertake general office duties as required
4. Participateactively as a member of the Client Services Team and wider Humentum team
Reports to:
Client Services Coordinator (In-house)


Specific Responsibilities
1. Provide efficient and effective administrative support
• Maintain the client and event database with information for the In-house training courses, Consultancy and Capacity Building events
• Provide administrative support for pre and post courses/assignments processes such as drafting Welcome Notes, entering data from evaluation forms and preparing Evaluation reports
• Prepare payment vouchers for invoices and expense claims received
• Liaise with the Client Services Coordinators to chase outstanding payments from the aged debtors schedule
• Assist with proof reading and formatting of reports and other documents
• Respond to initial enquiries from Clients and send follow up emails
• Scan and upload relevant documents to the system
• Ensure that the filing of emails and documents is up to date
2. Makelogistical arrangements for the Client Services Team
• Liaise with the Client Services Coordinators to prepare training materials for UK and overseas events and arrange the courier shipment in accordance with the timeframe agreed
• Provide logistical assistance for staff, clients, trainers and associates as required, including bookings for accommodation, flights and venues.
3. Undertake general office duties as required
• Answer telephone calls
• Welcome visitors to the office
• Take minutes of meetings
4. Participateactively as a member of the Client Services Team and wider Humentum team.
• Play an active role in the development of the Client Services Team systems and processes
• Contribute to Humentum’s other activities as appropriate.
• Other duties commensurate with the post and as required.







REQUIREMENTS
Qualifications and desirable experience
• A good standard of general education including numeracy and literacy
• Experience with Microsoft Office applications
• Experience of working as part of a small team
Skills & Attributes
• Good organizational and task management skills, ability to adjust to changing priorities
• Strong attention to detail, demonstrating accuracy and thoroughness
• Ability to work with internal communication flow across multiple channels (e.g. email inboxes, internal messages, video conferences)
• Excellent verbal and written communication skills
• Able to take initiative and take appropriate practical actions
• Ability to work and collaborate as part of a small, fast-paced team
• Ability to work in a multicultural environment
• Adaptable and positive approach to work
• Commitment to providing excellent service
• Awareness of and interest in Humentum’s mission and values

APPLICATION INSTRUCTIONS
Please submit a CV and cover letter, including salary history, to careers@humentum.org. CVs without a cover letter will not be considered. In the cover letter please make sure to describe how you meet all the requirements. Please note that the job offer will depend on satisfactory references being received. Due to the number of responses, we will only contact those selected for an interview.
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