Job Purpose
Your role will be to provide administrative support across a range of business support functions, including finance, HR and IT. Line managed by the Finance and Systems Manager you will also work closely with the HR Manager. Both these roles are currently based in the UK so it’s important the successful candidate can work daily hours that provide at least four hours overlap with the UK between 9am and 4pm.
The role will be based in our Resources, System and Culture Team and provide an efficient administration service supporting business processes and staff globally.
About ADD International.
ADD is a participatory grant-maker for disability justice. Our Vision is for a world in which ableism no longer exists, and in which disabled people can access their full rights and experience justice. Our Mission is to resource disability justice activists and organisations, nurture lived-experience leadership, and influence fairness in funding so that disability justice movements thrive.
ADD works in solidarity with disability justice movements. We use our position and our networks to make sure resources and opportunities flow to disability justice movements in Africa and Asia.
ADD works with organisations led by people with lived experience of disability and we seek to centre that lived experience in everything we do.
We support disability justice organisations and activists with funding and nurture their livedexperience leadership to build powerful movements for change.
Key Responsibilities
Finance
• Receive invoices and enter into purchase ledger for authorisation process
• Set up bank payments to suppliers and international transfers to Country offices
• Liaise with suppliers regarding payments/details and with budget holders regarding authorisation
• Process staff cash and credit card expenses
• Maintain all supporting documents for any transactions posted onto QuickBooks
• Process donations arriving in post
• Other finance administration tasks as necessary
Human Resources Administration
• Online HR system (People HR) administration – updating records of global staff/global changes, running reports, monitoring leave, answering queries and supporting country administrators
• Using templates prepare standard HR paperwork such as contracts and salary change letters
• Monitor completion of HR processes, for example appraisal cycle, probation periods, inductions, absence, following up and escalating as required
• Recruitment administration, including equal opportunities monitoring, filing applications, posting adverts, transcribing audio applications, arranging interview dates
• New joiner administration, including pre-employment checks, setting up new joiners on relevant HR systems and monitoring completion, for example safeguarding training
• With guidance from the HR Manager making minor amendments to HR policy and process documents and ensuring they are uploaded to SharePoint
• Arranging HR related meetings and notetaking at such meetings
• Training administration such as sourcing providers, arranging dates, inviting participants
• Other HR administration tasks as necessary
IT
• Help manage the SharePoint environment as a primary administrator
• Assist in the development of SharePoint and Microsoft Teams to meet the needs of the organisation, and to ensure that it is fully accessible and inclusive
• Managing permissions within SharePoint
• Manage and maintain our corporate IT licenses, particularly Microsoft, and ensure these meet the requirements of the organisation,
• Weekly maintenance of above with emails for new joiners and leavers and distribution groups
• Manage the IT hardware needs for the RSC Team, also ensure the physical assets are recorded and reconciled
• Other IT administration tasks as necessary
Safeguarding.
We are committed to ensure we are a safe organisation, delivering safe programmes that ensure we do no harm to people we work with. Our processes ensure all posts are graded, based on interaction with children and vulnerable adults. This post is a Level 1 post. See outline of all levels below:
• Level 1 – HQ based, no real direct access to children/vulnerable adults
• Level 2 – a travelling role, possible access to children/vulnerable adults but unlikely to be alone
• Level 3 – regular access to children/vulnerable adults including on their own, or lead responsibility for safeguarding within office/location
In addition to the responsibilities listed above, this role like all at ADD, will also have specific responsibilities relating to safeguarding:
• Ensure familiarity, and compliance with, ADD’s child and vulnerable adult safeguarding policy and undertake training as required. In particular: o Contribute to creating and maintaining an environment (including within ADD) that prevents safeguarding violations and promotes the implementation of ADD’s policy; o Report any concerns or suspicions regarding safeguarding violations by an
• ADD staff member or associated personnel to the appropriate staff member.
Person specification
• Significant experience of business administration.
• Experience of basic book-keeping using Quickbooks or similar finance software.
• Experience of HR or IT administration would be an advantage but not essential as training will be given.
• Proficient with using Microsoft 365 including SharePoint (or transferable skills in similar packages).
• Ability to multitask and prioritise across a wide-ranging role
• Strong written and verbal communication skills in English
• Good numeracy and organisational skills
• Ability to liaise effectively with suppliers, donors and staff as required
• Ability to work effectively with colleagues across cultural differences
• Commitment to the Social Model of Disability and a rights-based approach to development.
Job application procedure
Interested applicants should send the following attachments by email:
• Their CV (max 3 pages)
• Your answers to the below 3 questions (maximum 1,000 words)
• Completed equal opportunities form
• The names, contact numbers and addresses of 2 referees (please state if you are not happy for them to be contacted at this stage)
Please also send your answers to the following questions in no more than 1,000 words or in an audio or video recording of no more than 6 minutes. Please note these will be anonymised and reviewed before we look at the CVs of candidates (so please send as a separate document within the same email, but do not include your name on this document). Audio/video recordings will be transcribed before being shared with the recruiting panel to maintain anonymity.
• What motivated you to apply for this role?
• What experience would you draw on to fulfil the responsibilities of this role?
• This role will be supporting a number of senior roles and working with staff based globally in 6 different counties. What challenges do you anticipate in working in such a way and how would you overcome these?
Please send your application to: recruitment@add.org.uk by the closing date specified below.
If you need an accessible format, please contact recruitment@add.org.uk and specify which format you require.
Application deadline: 8 April 2024 9am UK time
Interviews will be held: 17 April 2024
Incomplete applications will not be accepted. We are unfortunately only able to reply to those shortlisted.
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