Team Coordinator – International Programmes At ShelterBox

Position type: Full time, permanent (37.5 hours per week) – flexible hours considered.

Responsible to: Director of International Programmes

Direct reports: None

Location: ShelterBox HQ, Truro, Cornwall, or remote-working (UK only) considered.

Role purpose:

The International Programmes Directorate Coordinator will work with the Director of International Programmes and senior leadership team to ensure that the Directorate have everything they need to excel in their roles and to keep key projects, pieces of work, and cross team communications on track. Working across functions, the coordinator will be responsible for oversight of key projects, the delivery of administrative tasks and the development of processes and communication channels that will help us to achieve our aims.

To support the 5 year Business Strategy, ShelterBox has launched a full Business Systems Transformation (BST) project which will deliver end to end functionality covering CRM, ERP, Supply Chain, Project Management and HR/Payroll. Therefore projects will include coordinating the departments input and work on the BST project as well as; optimisation of internal comms and information flow across the department; supporting project management administration (agendas; meeting notes; activity and decision logs; updated plans and timelines etc) for large cross-department projects and meetings; coordination of larger team meeting and away days; oversight of reporting systems across the team.

Who are we looking for?

ShelterBox is seeking someone with strong organisation, project management and communication skills who can work with a range of people across our organisation. They should be able to prioritise and manage their workload, demonstrating a strong attention to detail. Working across different teams and functions, they’ll be able to juggle concurrent projects and priorities, ensuring activity deadlines are met, progress is communicated to all stakeholders, and project work plans are kept up to date. The first year in the role will have a strong focus on the BST project, so experience of working in a project team as a contributor and co-ordinating project tasks would be beneficial.

With an ability to identify challenges, overlaps and opportunities across activity, they’ll work with the Director to help drive solutions. A keen interest to continually explore what is working across the wider charity sector, and the drive to apply the learnings to our own activity is key.

This is a fantastic opportunity to develop your awareness and understanding of the Humanitarian sector and gain insight into the leadership of a successful international programmes team.

Duties will include but not be limited to:

• Lead on the coordination of the departments input into the business systems transformation project, working closely with subject matter experts and project managers to arrange workshops, create relevant Standard Operating Procedures and documentation. Become a super user for the new software and take on responsibility for ensuring the team are fully trained and up to speed on the new functionality.
• Providing support to the Director of International Programmes as required on a day-to-day basis.
• Supporting IPD wide work by providing a secretariat function to teams.
• Coordinating meetings, establishing agendas or briefings, and ensuring actions are communicated and delivered across teams.
• Support due diligence check for partners.
• Supporting the team with planning and cross-team communication for priority projects, to achieve a collaborative working approach.
• Taking a coordinator role at times of major disaster ensuring information flows across the team, and ways of working are optimised.
• Information management – establishing efficient, and adaptive systems and structures to ensure the IPD team runs smoothly and professionally.
• Coordination of department together days and department planning meetings.
• General admin and support for the team as required, including development of materials and information for projects.
• Participating in the day-to-day work of the organisation – such as reporting against KPIs, attending team meetings, and taking a flexible approach.
• Representing the directorate at internal events, delivering presentations where necessary.
• Focal point for information requests from Fundraising and communications.
• Producing regular internal communications.
• To assist with organisational projects as required.

Other responsibilities

• Any other duties as required which are deemed appropriate to the level and grade of the post.