ODI is an independent, global think tank. We work to inspire people to act on injustice and inequality. We generate ideas that matter to people and the planet through research, convening and influencing. We lead thinking and agendas to deliver transformational change and create a global sense of resilient, just and equitable prosperity. We deliver high-quality, internationally recognised research that informs policy design and convenes leadership across the global challenges identified above. We are a free-thinking, inclusive, trusted think tank with a global footprint.
Main description
As a Business Administrator, you will support the Project and Finance Management teams and have the opportunity to participate in a supportive environment to develop behaviours, knowledge and professional skills required of the role and the team. You will commit to your professional development plan at the beginning of your Apprenticeship.
In this exciting and rewarding role, you will be an essential part of the team, providing core tasks that are fundamental to the daily running of the department. You will provide exceptional customer service to internal and external partners, ensuring the professional image of the Project and Finance Management team is maintained.
Full Description:
Project and Grant Management
Support the operation of Project and Financial systems (FocalPoint and Dimensions) and assist in further development and improvement of the system
Participate in the due diligence process on both income and expenditure processes (i.e. riskscreen)
Assist in setting up new funders with the support and advice from Finance Business Partners
Assist in setting up new subcontractors/partners in the ODI subcontractors’ database and FocalPoint
Prepare contracts and collaboration agreements for consultants and partners for PMO/PM/SPM review
Raise purchase orders in FocalPoint, receipting and submitting invoices for processing for the Finance Dept, working with the latter to solve any issues
Check staff expense claims against budgets, ODI and funder expense policy
Process monthly credit card reports
Receipt subcontractor/partner invoices against purchase orders, budgets and contracts, and ODI/funder expenses policies
Assist with timesheet posting and monitoring the timesheets by external consultants (staff submission will come later)
Assist S/PM in the travel booking process and authorisation
Finance
Raise income invoices/statements for approval and assist with the credit control process
Check accounts payable invoices for accuracy
Reconcile bank and card statements with records in the systems
Participate in updating funder-specific requirements (i.e. IATI)
Assist in maintaining project data quality (i.e. project start/end date, project attributes)
Administration
Assist in developing and maintaining an effective SharePoint filing system: regularly reviewing in order to archive/dispose of dated material whilst ensuring that all archived documents are stored appropriately
Assist Programmes in relation to public events. This may include sourcing and booking meeting venues, sending invitations, arranging accommodation for attendees, booking catering, organising audio-visual/digital support, and processing participant expenses or per diems
Diary management for the Senior Leadership Team
Entry requirements
Communication Skills - building good relationships is fundamental to the delivery of services
Organisational Skills - the ability to manage your workload and to work to team and project deadlines
Teamwork and Cooperation - the ability to work flexibly in a team and contribute to a supportive work environment
Adaptability and flexibility - apprentices work in a fluid, fast-paced & exciting environments. These skills are vital to responding to situations in the workplace
Proactive Skills – the ability to work within a team and on own initiative
Skills required
Communication skills
IT skills
Attention to detail
Organisation skills
Team working
Training to be Provided
The apprentice will undertake a Business Administration Standard Level 3 qualification.
Things to consider
If you successfully secure an interview, you will likely be required to attend a pre-interview at the college. We are looking for:
A positive attitude
The ability to listen and follow instructions
Ability to work as part of a team and independently
Strong attention to detail
A flexible and adaptable approach to work
Future Prospects
The administration role may be a gateway to further career opportunities, such as management or senior support roles within the organisation or with similar organisations.
