Business Administrator

Job purpose summary: Provide administration in support of Mokoro’s company operations and portfolio of consultancy assignments. Salary: £21-24K FTE (pro-rata and dependent on experience) Location: Oxford, UK with hybrid-working options. Contract: Part-time (24-30 hours per week, open to discussion) Reporting to: Programme Coordinator Working internally with: Programme Coordinator(s), Business Development Coordinator, Finance Manager, Research team members, Chief Executive, Principal Consultants and Associates.

A. About Mokoro Mokoro is a small international development consultancy providing technical, policy and research expertise in support of sustainable economic and social development that contributes to improving the wellbeing and opportunities of poor and vulnerable people. Our technical services include evaluations and reviews, research, training, programme design, policy analysis and advice, in the areas of aid effectiveness, public policy and management, and land, livelihoods and natural resources. Our experience cuts across sectors, issues and disciplines. We were established in 1982 and have undertaken more than 750 consultancy assignments in 80 countries worldwide, for national governments, multilateral and bilateral aid agencies, and NGOs. The company draws its consulting capacity from its Principal Consultants, the technical staff team, and its wider network of associates. Further information on Mokoro’s background and current portfolio is at www.mokoro.co.uk. As a not-for-profit business, our values and commitment to high quality work are the primary drivers for what we do, and how we do it.

B. Role description and responsibilities The Business Administrator is a member of Mokoro’s small, busy Oxford-based team, and provides administration in support of company operations and consultancy assignments. If you have the core competencies we are looking for, we are happy to provide training in aspects of the role that may not be familiar. The main responsibilities are:

Office management and communications

  • Act as a focal point for smooth running of the office, including: routine administration and correspondence with staff, consultants and suppliers; managing office supplies, portable equipment and purchases; updating records; answering telephone queries; sorting post; helping to oversee IT and business systems.
  • Assist with organising team meetings and internal or external company events and projects, taking the lead where necessary.
  • Assist with routine updates for internal and external communication, such as planning and distributing newsletters, maintaining seminar contact lists, and updating the Mokoro website and intranet.

Support to business development and assignment management:

  • Support bids for new work (assignments), for instance: formatting CVs, completing standard charts and tables from templates.
  • Support assignments with travel planning, including: obtaining travel quotes, making flight bookings, supporting visa applications, creating and updating online records in Excel or similar, and liaising with consultants in conjunction with the assignment manager.
  • Prepare, edit and format basic contracts and other standard documents from templates in Word.

Support to finance

  • Assist with invoice processing and expense claims using accountancy software.
  • In collaboration with the Finance Manager and Chief Executive, assist with preparation for annual audits as required.

General/ other

  • Take notes of meetings or internal workshops, as required
  • Any other reasonable task as assigned by your line manager or to assist with the smooth running of Mokoro’s operations.

C. Person specification

Knowledge, skills and experience

  • Willingness and ability to work proactively and flexibly, both independently and as part of a team.
  • Good communication skills in English (verbal and written), with a positive, personable approach and able to work effectively with a diverse and geographically dispersed team.
  • Strong organisational skills, including attention to detail and being able to prioritise and manage a varied workload.
  • Commitment to Mokoro’s approach to collaborative working and high quality consultancy work.
  • Competency in standard Microsoft Office systems: Outlook, Word, basic Excel.

Desirable

  • Additional language skills relevant to Mokoro’s work e.g. Arabic, French, Spanish, Portuguese, Russian.
  • Experience in financial administration.
  • Experience with SharePoint and MS Teams.

D. General terms and conditions

Hours: This is a part-time position, 24 – 30 hours per week. Full time office hours are 9 a.m. to 5.30 p.m. UK time Monday to Friday based on a 37.5 hour week. The actual timing of work for this role is open to discussion e.g. regular mornings or hours in the middle of the day. Hybrid working is possible. There is a requirement to be partially office-based; our preference is that an individual would be able to work in the Oxford office several days a week. Leave: Annual leave entitlement is 25 days pro rata, plus an additional 3 days to be taken at Christmas, Eid or a similar observance (as well as all English public holidays). Salary: Salary is paid monthly in arrears by credit transfer. Mokoro operates a contributory pension scheme, with a generous employer contribution. Notice: Two weeks’ notice during the probationary period; three months’ notice upon satisfactory completion of probation and confirmation into post.

How to apply

Please read the Job Description for full details of the role. Please send your CV and a brief covering letter highlighting how you meet the person specification to hr@mokoro.co.uk. Please also tell us where you heard about the vacancy. If you have any questions or would like to chat about the role, you are also welcome to email. The deadline for applications is 23:59 UK time, Sunday 20 November 2022. Applicants invited for interview will be advised on or by Wednesday 23 November 2022, with interviews tentatively planned for Monday 28 or Tuesday 29 November 2022.

Mokoro values diversity and encourages applications from individuals of all backgrounds. Please let us know if you need any additional reasonable adjustments to enable you to access the recruitment process. Candidates must be eligible to live and work in the UK.

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