Project Administrator at Institute For Economic Justice (IEJ)

JOB PURPOSE

• The Project Administrator is appointed as part of the Operations and Finance team and works with the Programming Team on project administration, event organising, information management, stakeholder management, and project budgeting needed to ensure the projects are able to fulfil the IEJ’s mission.

ABOUT YOU

• You should have experience in administrative, operational and financial administration. You should be able to coordinate complex events and the administration of projects. You should value working towards a fairer and more just world.

MAIN RESPONSIBILITIES

General project administration

• Working with the project leads to support all activities of the project.
• Assisting in preparing project budgets.

Event coordination

• Leading the planning process and logistics of events (online and in-person) such as project events and internal meetings, retreats.
• Relationship management with related service providers, for venue, travel and communications.
• Logistical arrangements, for participants and speakers.
• Liaising with programme event planners.
• Preparing event reports, media or other publications.

Financial administration

• Tracking expenses.
• Managing invoicing and preparing invoices for payments.
• Keeping a running budget for events.
• Liaising with the finance officer, preparing and making payments to service providers.
• Post event budget reconciliation and tracking payments.
• Uploading relevant expenses into bookkeeping software.

Organisational administration

• Maintaining organisational calendars.
• Managing organisational emails.
• Participating in organisational development activities.
• Coordinating organisation-wide events.
• Acquiring office supplies.
• Organising internal meetings – minute taking and preparing reports.

SKILLS AND EXPERIENCE

Required skills and experience include:

• Relevant bachelors-level degree.
• Experience in administration, logistics and event organising.
• A minimum of 2-3 years’ experience in related position.
• Financial acumen and capability, including budgeting.
• A track record of contributing to project team work.
• Interested in and passionate about the mission of the IEJ.
• Excellent computer literacy is essential especially in MS Outlook, MS Word and MS Excel.
• Knowledge and experience handling G Suite, Zoom and other online platforms.
• Knowledge of accounting software is a bonus, e.g. Xero.
• Proactive and performance‐orientated.
• Organised, self‐reliant, good problem‐solving, results‐oriented multi‐tasker with administrative skills and good judgment.
• Flexible and resilient.
• Excellent written, verbal and interpersonal skills.
• Ability to effectively interface with all team members and stakeholders.