Consultancies and Training Assistant – Job Description

Job Title: / Consultancies and Training Assistant, Consultancies and Training Department
Location: / INTRAC Office, Oxford, UK
Reporting to: / Business Development Manager
Salary: / £19,500 per annum, full time (37.5 hours a week)
Contract type: / Permanent
About us

INTRAC is a not-for-profit organisation dedicated to strengthening civil society around the world. We do this by developing critical thinking and reflection on the changing dynamic of civil society, building capacity through training and mentoring, and providing expert, practical consultancy support on a wide range of organisational development needs ranging from programme design, planning, monitoring and evaluation to strategy and governance review. Working with non-governmental organisations, bilateral and international institutions on civil society issues, we connect theory and practice through a holistic and integrated approach to our activities.

About the role

An exciting opportunity has opened up for the role of Consultancies and Training Assistant. Consultancies and Training are part of INTRAC’s core services. The Consultancies and Training Assistant plays a critical role in supporting the consultancy and training team in their day-to-day work by providing essential administrative and logistical assistance. This will range from supporting our in-house and external consultants for the duration of their assignments; liaising with clients and ensuring a high quality service; and supporting the management team in the smooth running of the department.In addition to supporting various aspects of the Consultancies and Training programme, the Consultancies and Training Assistant may support other teams as and when required. This may include, for example, helping at INTRAC events, conferences and webinars.

This is a great opportunity for someone who is looking to develop a career in the charities and/or international development sector. This role is ideal for someone who is keen to build on their work experience in a busy, office environment within the NGO sector. They will gain an insight into how a small international NGO operates, and learn about the role civil society plays in international development.

Key responsibilities

Specific tasks to include (but not limited to):

Support bidding process and client management

  • Responding to enquiries from associates, consultants and clients
  • Scanning job sites for new consultancy and training opportunities
  • Support development of track records for consultancy and training bids and proposals

Support the development of quality consultancy outputs

  • Preparation, formatting, proof-reading and editing of proposals/reports
  • Support to staff, associates and consultants to develop high quality presentations in line with INTRAC house style and branding

Support evaluation and follow up of consultancies

  • Ensuring the implementation of the client evaluation system and preparing periodic summaries for review
  • Ensuring the implementation of the end of job report and preparation of the track record

Administrative support to the management of INTRAC Associate and Consultants network

  • Assist in setting up and managingthe consultants database
  • Supporting the orientation and training of new associates and consultants in INTRAC data management, report formatting, branding of materials, etc.
  • Support regular communication with associates and consultants network

Support knowledge and job management systems

  • Support data entry into knowledge and job management systems

Administration and logistics

  • Filing of consultancy documents
  • Preparing contracts and invoices
  • Support budget tracking and invoicing as required
  • Ensuring effective logistics before and during consultancy and/or training course implementation and liaise with clients when necessary
  • Support with flight and accommodation bookings for consultants and trainers as required

Data management and Board reporting

  • Forecasting and monitoring department workload
  • Compiling data for management reports

Marketing

  • Support marketing for training and consultancy services as needed and agreed through e-communications, internet, newsletters etc. and in close coordination with the Communications and Marketing Officer

Support to wider organisation

  • To help organise and actively participate in, contribute to meetings

Cover for other support staff to ensure smooth running of the INTRAC office

  • To carry out other tasks or administrative support as required by the work
Qualifications, competencies and experience – essential (E) desirable (D)
  • Excellent attention to detail and very good organisational skills (E)
  • Excellent communication skills (E)
  • Ability to prioritise (E)
  • Ability to work as part of a team and on own initiative (E)
  • Ability to work under pressure and to multi-task (E)
  • Ability to collect, manage, analyse and communicate data (E)
  • Excellent IT and formatting skills (E). Good level of competence in Microsoft Office (Word, Outlook, Excel, PowerPoint) and ability and willingness to learn to use new software (e.g. Prezi, Survey monkey, Grapholite, Piktochart).
  • At least one year of office experience in an administrative role (E)
  • Degree or equivalent, preferably in relevant area (D)
  • Research skills (D)
  • Understanding of the third sector (D)
  • Knowledge of/interest in civil society strengthening; organisational development; capacity building; gender; advocacy; work in developing countries (D)
  • Language: fluency in English (E), additional working language(s) an asset
How to apply

Application deadline: By end of day onTuesday 9 December (midnight UK time).

Interview date: Monday 15 – Tuesday 16 December in Oxford.

Start date: Available for immediate start

To apply, please download the application documentsavailable on our website: Please send your completed INTRAC job application form(in which you demonstrate your suitability for the role and why INTRAC should employ you) and equal opportunities monitoring form to .

Please note: only complete applications that arrive on time will be considered. Due to limited resources, INTRAC will only be able to contact candidates that have been selected for interview.

INTRAC strives to be an equal opportunities employer and welcomes applicants from all backgrounds who have the right to live and work in the UK.

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