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Admin & Logistics role - Client Services Coordinator

Secretarial & Administration, Charity
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 specialized 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 Coordinator will be based in the Oxford Office and will organiseand provide efficient and effective administrative support to Humentum’s Consultancy, Capacity Buildingand In House training servicesas part of the operations support team.Reporting to the service managers and supported by an Assistant.
Key Responsibilities:
1. To implement efficient and effective administrative systems and procedures to support and coordinate Humentum’s Client Services Team.
2. Undertake general office duties as required
3. Participateactively as a member of the Client Services Team and wider Humentum team.
Line Manager:
Consultancy and Projects Manager.

Specific Responsibilities
1. Tosupport and coordinate the administration of Humentum’s consultancy, capacity building and In House training services, including:
• Work with other Coordinator/s to monitor and track project life cycle of a large number of consultancy assignments and training events from initial enquiry to completion and evaluation.
• With the relevant service managers guidance, prepare: contract notes; first draft budgets; formal quotations and Terms of Reference for client and associate signatures.
• Manage correspondence; identifying actions and responding or redirecting as appropriate.
• Liaise with assigned consultants/trainers to provide information and logistical support (e.g. travel arrangements and course materials) required to deliver assignments.
• In close liaison with the Client Services Assistants’ line manager, organise and monitor workflow for Client Services Assistant.
• Ensure that all key documents related to each contract are available and correctly filed, providing a clear audit trail of activities, invoicing and payment.
• Keep management information system records up to date with the history of discussions and progress of the contract and payment.
• Respond promptly and courteously to enquiries and provide standard information on Humentum Client Services.
• Where requested, liaise with clients during the enquiry phase to gain an understanding of their type of organisation and service requirement and to share Humentum’s general terms of reference.
• Liaise with clients to coordinate event logistics and administration including room requirements and delivery of materials and certificates where necessary.
• Prepare first draft post-course reports and monitoring statistics for training events and other relevant assignments.
• Prepare draft client invoices.
• Monitor post intervention feedback process, capturing whether change has been achieved.
• Contribute to administrative systems development for the role.
• Exploring tender opportunities.

2. Undertake general office duties as required
• Answer telephone calls.
• Welcome visitors to the office.
• Take minutes of meetings.

3. Participateactively as a member of the Client Services Team and wider Humentum team.
• Provide cover for the other Coordinators as required.
• 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 requested by the Consultancy and Projects Manager or Consultancy Director.

Qualifications and desirable experience
• Education to ‘A Level’ standard or equivalent
• Experience of providing administrative support to a small team.
• Experience of working in a customer-facing role involving both verbal and written communication
• Working with a remotely based team

Skills & Attributes
• High professional standards, including good organization skills and meticulous attention to detail
• Ability to establish, develop and manage admin systems for a busy, geographically widespread team.
• Ability to work with internal communication flow across multiple channels (e.g. email inboxes, internal messages, video conferences)
• Excellent verbal and written English communication skills
• Energetic, adaptive and positive work approach
• Strong commitment to providing excellent service to customers
• Ability to take initiative and work as part of a small, dispersed team
• Ability to work to deadlines without supervision
• Ability to communicate in French, Spanish or Arabic
• Ability to work in a multicultural environment

Person specification

• Strong Microsoft Office computer skills
• Aptitude for working with figures
• Awareness of and interest in Humentum’s mission and values
• The right to live and work in the UK

Please submit a CV and cover letter, including salary history, to careers@humentum.org. The closing date for applications isnoon on Monday 5 March 2018. Interviews are expected to be held on 15 and 16 March 2018. CVs without a cover letter will not be considered. 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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