Programme Administrator
Ref: PoGo/05/15
Location: London
Application Pack
An introduction to ODI
ODI is the UK’s leading independent think-tank on international development and humanitarian policy. Founded in 1960, it has made major contributions to research, dissemination and policy change, on all aspects of development and humanitarian policy. ODI has a staff of around 240, two-thirds of whom are researchers and with the remainder providing a wide range of communications and support services.
Our mission is to inspire and inform policy and practice which lead to the reduction of poverty, the alleviation of suffering and the achievement of sustainable livelihoods in developing countries. We do this by locking together high-quality applied research, practical policy advice, and policy-focused dissemination and debate. We work with partners in the public and private sectors, in both developing and developed countries.
With a reputation for high-quality research and policy advice, ODI is in demand by governments, international institutions, foundations and other partners around the globe. Through our core research programmes we work across a wide range of sectors that have a direct impact on the well-being of the poorest people in developing countries. In addition, ODI offers consultancy services that include technical support to developing country governments, monitoring and evaluation and the development and delivery of tailored training courses, as well as expertise in communications and knowledge management.
ODI attaches great importance to dissemination and public policy work in order to ensure that our work reaches the right audiences, at the right time, via the right channels. The Institute:
- publishes a wide range of authoritative publications such as ODI Briefing Papers, Working Papers and Opinions – as well as two peer reviewed journals, Development Policy Review and Disasters
- has a large public affairs programme, with all of our public meetings and seminars also streamed live online to large international audiences
- runs international networks, for example the Humanitarian Practice Network and the Climate and Development Knowledge Network
- hosts the Secretariat for the Active Learning Network for Accountability and Performance in Humanitarian Action (ALNAP)
- also manages the ODI Fellowship Scheme, which has placed postgraduate economists in government positions in developing countries since 1963.
ODI’s research programmes cover a vast range of development and humanitarian issues. Further information is available in the Institute’s Annual Report, and on our website,
Candidates are strongly advised to study ODI’s activities and objectives before completing an application form.
ODI’S mission and values
ODI’s mission is to inspire and inform policy and practice that lead to the reduction of poverty, the alleviation of suffering and the achievement of sustainable livelihoods in developing countries. We do this by locking together high quality applied research, practical policy advice and policy-focused dissemination and debate. We work with partners in the public and private sectors in both developing and developed countries.
Value / What does the value mean?Independence / ODI’s research, public affairs and policy advice are independent from its funders, and staff are able to challenge donor thinking and policy and the wider development consensus.
High quality / Best practice, innovative approaches and continuous improvement are ensured in research, policy advice and public affairs.
Fairness, diversity and equity / All staff and partners are treated fairly and with respect. ODI employment, disciplines and processes are appropriate for an institute focused on international development.
Working together / There is continuous effort to foster better relationships throughout the organisation
Transparency and accountability / There is open reporting on the use of public funds, with full communication of our work to our donors, research subjects and partners.
Sustainability / Resources are used in a sustainable way that reflects consciousness of the impact on the environment.
The organisation works in a way that is sustainable, backed by commitment to its long-term viability.
Job description
Job Title: / Programme AdministratorDepartment/Group: / POGO
Responsible to: / POGO Programme Manager
Contract: / Permanent
Purpose of Job
To provide administrative and secretarial support to POGO and to the Director of Governance, Security and Livelihoods.
Main Duties and Responsibilities
Programme administration:
Efficient management of incoming and outgoing information and visitors.
Arrange conference bookings, flights, visas, accommodation for researchers.
Organise advances; record and check expenses and invoices.
Act as point of contact for interns and new starters (organising access passes, inductions etc.)
Organise and support meetings and events, including travel, catering, room booking and lay-out, equipment and technology.
Minute internal meetings.
Maintain information resources and documentation in SharePoint and intranet files.
Coordinate the editing and formatting of project deliverables.
Support the development of the programme web pages and other project-related websites in liaison with the communications officer
Maintain and update programme contact databases.
Prepare documents in support of bids and proposal development.
Preparing and assisting in the preparation of subcontracts.
Providing back-stop cover in absence of other programme staff.
Assisting in the preparation of internal reports and external donors reports.
Provide administrative and logistical support to the Director as required, including arranging meetings, diary management and travel.
Person Specification
Essential
Knowledge and Qualifications
Education to degree level in a relevant discipline/or relevant alternative qualifications
High level of numeracy, oral and written communication
Experience
Experience of diary management and logistical support (e.g. events, travel etc.)
Experience of dealing with colleagues at a senior level
Administration experience, especially with budgets and
Skills/Abilities
Strong organisational skills and self-motivation
Multitasking capabilities
Ability to work to work under pressure and to strict deadlines
Advanced IT skills to include Excel (expert level), Word (expert level), email, PowerPoint, databases, Prezi
Ability to learn new software quickly
Good proofreading and editing skills
Excellent communication skills, both written and verbal
Discretion in dealing with confidential information
Self-motivated and able to overcome barriers
Able to produce high-quality output with excellent attention to detail
Excellent interpersonal skills and cultural sensitivity, the ability to deal with people from a variety of backgrounds
Desirable
Foreign language skills
Experience and interest in development issues
Experience of the SharePoint document management system
Web / communication experience
Data management skills
Event organisation
Key Relationships and Contacts
Director, Head of Programmes and Head of Projects
Programme Officers and Programme Managers
Central service staff
Communications staff
Programme admin and finance network
All staff are expected to:
Positively support equality of opportunity both within ODI and externally
Help maintain a safe working environment and take responsibility for own and colleagues’ Health and Safety.
Undertake such other duties within the scope of their post as may be requested by their manager.
Application process
All applicants should complete the Institute’s online application form (including a full statement in support of their application) on the ODI website (
The closing date for receipt of applications is midnight, UK time, on28 June 2015
It is our policy to only support the travel expenses to attend an interview, for those who are travelling form outside the UK. Please contact the HR Department to discuss this and to ensure their approval, prior to booking.
Terms of employment
Location:The Institute is based at203 Blackfriars Road, London, SE1 8NJ.
Salary: £21,608 - £27,327per annumon ODI’s pay structure. Starting salary will be dependent on qualifications and experience and subject to review.
Payable by equal monthly instalments (half in advance, half in arrears) on the 15th day of each month .
Hours:09.30 -17.30, Monday-Friday. 35 hours per week.
Contract:Permanent. All contracts of employment are subject to a three-month probationary period.
Leave:25 days per annum, plus statutory holidays and 3 dayspaid leave for the office closureduring the Christmas and New Yearperiod. Maternity, Paternity, Adoption and Parental leave. Full-pay sick leave after a qualifying period.
Pension:
The Institute offers a contributory pension scheme withthe Superannuation Arrangements of the University of London (SAUL).
Union:ODI recognises UNITE and all staff have the right to become members.
Additional benefits
Loans:The Institute offers an interest-free season ticket loan on completion of probationary period.
Childcare voucher scheme: Tax free childcare voucher scheme is available for eligible staff.
Learning and development: ODI offers a comprehensive Learning and Development programme, with training available to all staff at all levels in a range of skills areas.
Career progression: ODI provides annual career progression opportunities to all staff , whether through our Researcher career progression (promotion) route or through our non-Researcher career development route.
Employee assistance programme:Confidential Health and well being support.
Flexible working options: Support in maintaining a healthy work-life balance.
Maternity, Paternity and Adoption leave: Enhanced pay for eligible employees after a qualifying period.
Relocation: Assistance is available towards employees who have been recruited from a place outside the UK.
Other information
The Institute is based at: 203 Blackfriars Road, London, SE1 8NJ.
Our offices are close to a wide range of cafes and bars, and to Waterloo, Waterloo East and Southwark stations. There are good transport connections to all parts of London.
ODI is within easy walking distance of South Bank Concert Halls, the Old Vic and National Theatres.
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