AFRUCA - AFRICANS UNITE AGAINST CHILD ABUSE

PA/TRAINING ADMINISTRATOR

HEAD OFFICE LONDON

JOB DESCRIPTION AND PERSON SPECIFICATION

Job Title:PA/Training Administrator

Location: AFRUCA Head Office, London

Accountable to:Head of Training & Community Programmes

Main Responsibility:The post holder will provide PA duties to the Chief Executive (CEO) and will play an invaluable role within the charity by providing comprehensive administrative support and coordinate AFRUCA’s range of training courses across the organisation.

Salary:£25,000 p.a. (pro-rata for 3 days/week).

Duration: Initial 3 months period (renewable and possibility of becoming a permanent role)

Start Date: As soon as possible

Background

AFRUCA – Africans Unite Against Child Abuse is the premier charity promoting the rights and welfare of African children in the UK. We also work in partnership with others across Europe and in Africa.

Our Head Office based in London is the centre of all our activities and programmes both in the UK and abroad while we opened our first regional office in Manchester back in 2008 to co-ordinate and manage our overall activities and projects in the North of the UK. In September 2012, the Regional Office was renamed the Centre for African Children and Families”.

Job Summary

AFRUCA Head Office in London is the focal point for our work and activities in the UK. The office holds 10 members of staff and a number of interns and volunteers. Key projects are run from our Head Office in London.

The main purpose of the job is toprovide executive support for the CEO and pro-actively assist in the smooth running of the London office and training programmes across the organisation.Responsible to the Head of Training & Community Programmes, s/he will work in collaboration with various Project officers and pro-actively assist in the coordination of AFRUCA’s training courses as well as assist with various administrative duties.The successful candidate will ensure that training courses are organised in an effective manner and support the development of AFRUCA’s range of training courses as well as provide administrative tasks which include the coordination of the course bookings, supporting quality assurance activities and monitoring and evaluation.

Set out below is a job description as it is presently constituted. It is the practice of AFRUCA to periodically examine employees’ job description and to update them and ensure that they relate to the job as then being performed, or to incorporate whatever changes are being proposed.

It is AFRUCA’s aim to reach agreement to reasonable changes, but if agreement is not possible, the Management reserves the right to change the job description after consultation with the post holder.

Duties and Responsibilities

PA Duties

To provide high-level, confidential administrative support to the office of the CEO and be the first point of contact for the CEO, particularly in her absence.

To staff the “reception desk”, ensuring that visitors are welcomed and appropriately dealt with / directed.

Manage the diary of the CEO, arranging meetings, scheduling travels and booking hotel accommodation, handling information requests and managing agendas, providing briefing information,and paying a crucial part in maintaining internal and external communication with the CEO and liaising with members of the board of trustees.

Provide general administrative and clerical tasks such as answering phones, faxing, mailing, filing and photocopying. Arrange logistics for visitors, coordinate conference calls, transcribe notes and type correspondence

Assisting with the staff recruitment process, including advertising posts, coordinating interviews and producing job offer documentation

Establish and maintain a comprehensive record keeping and filing system, ensuring all documentation and papers are filed efficiently and are easily accessible to authorised staff.

Assist Project Officers to populate and maintain regular update of comprehensive database of all contacts, stakeholders, partners and others relevant to ongoing projects at the head office.

Training Administration

To coordinate AFRUCA’s range of training courses;

Work with others to plan, update, develop and design AFRUCA’s range of training courses

Manage logistics of AFRUCA and organize resourcesfor in-house training courses i.e. prepare all training materials including delegates’ packs, name badges, registration list, evaluation forms and certificates

Book venues and refreshments for training sessions

Ensure all training dates and information are regularly updated unto AFRUCA’s website, social media and other outlets

Effectively communicate training information to delegates booked to attend AFRUCA run training sessions.

Ensure all enquiries relating to training courses, bookings etc from interested parties are attended to.

Manage the overall tracking, monitoring and evaluation of AFRUCA’s training programmes and analyse feedback from each training session as well as produce a quarterly report.

Proactively market AFRUCA’s range of training courses to interested persons and agencies through every available method; In-person, telephone, emails and social media and other outlets.

Liaise with trainers regarding training dates to ensure it does not clash with their other commitments at AFRUCA as well as attending training with trainers and assisting at training events.

Work closely with the Head of Finance and Finance Department to ensure all payments accruing from training events are credited to AFRUCA on time.

Stock control and monitoring of office supplies and stationery, and ordering as required; including the ordering of resources for training events, seminars and conferences.

To assist in the production of regular features and news updates on AFRUCA projects for publishing in various media

Work towards becoming a Trainer.

To assist in the production of regular features and news updates on AFRUCA projects for publishing in various media.

Maintainand regularly update acomprehensive database of all contactstakeholders,partnersandothersrelevanttoongoingprojects.

Attendall staff andteammeetings.

Participate in AFRUCA’s activities and events;

  • Attend event/activities organized by AFRUCA as required
  • Participate in the formal and informal decision-making and consultation processes.
  • Provide mutual support to colleagues organizing events and activities when required.

Undertakeadditional duties commensuratewith the level ofthepost holder as directedbytheDirectorfromtimetotime.

PersonSpecification

Essential: General

  • YoumusthavetherighttoworkintheUKandbewillingandabletoprovide evidenceofthis.
  • YoumustpresentaDisclosureandBarringService (DBS)certificatetoconfirmyour suitabilityworking fora children’scharity or be willing to undergo a DBS check
  • You must have excellent written skills and ability to communicate, both face-to-face and via phone and email, to a variety of audience
  • Understanding of and proven ability to be discreet and confidential where appropriate
  • Youmustbeabletoproduceevidenceofyourcapacitytoproduceandpublish comprehensive reports within specifieddeadlines
  • Youmusthavestrongorganisationalskillsand the abilitytojuggledifferentpriorities atonce

Essential:Experience

  • Some administrative andtraining experience
  • Someexperience ofoutreach workin theBlack Africancommunity

Essential:Skills

  • Selfstarter, must beabletoworkonown initiativewith minimumsupervision
  • Good publicspeaking skills
  • Excellent communication and persuasive skills
  • Good IT skills including Excel, Word and PowerPoint as well as social media
  • Ability to provide accurate and timely information to a high standard
  • The ability to be able to prioritise tasks in a busy and changeable working environment is also important

Essential:Knowledge and Understanding

  • A strongcommitment tothe rights and welfareof children
  • AnawarenessoftheUnitedNationsConventionontheRightsoftheChildand itsimpactonchildren
  • A good understanding of child protection issues, child trafficking and exploitation, Female Genital Mutilation (FGM), thebrandingofchildrenaswitchesintheUKandinAfrica and theimpactonchildren.
  • Anunderstandingofthekeyissuesandchallenges facedbyBlack Africanchildrenand families in the UK
  • Agoodunderstandingof BlackAfricanculturalandreligiousissuesandthelinkwith child exploitation and abuse

Desirable

  • Previous experience in a similar role
  • Abilityto speakoneotherEuropeanlanguage isanadvantage
  • Goodfinancemanagementskills
  • EducatedtoBachelor’sdegreelevel

The closing date for applications is 11th December 2017

Interviews will take place week commencing 18th December 2017

©AFRUCA–Africans UniteAgainstChildAbuse

November 2017