Finance and Administration Role

Finance and Administration Role

Candidate Information:

Finance and Administration Role

This pack includes:

 Background Briefing

 Job Description

  • Person Specification
  • Application Form
  • How to Apply and timetable

- 1 -

Gaia Foundation - Background Briefing

The Gaia Foundation (Gaia) has over 25 years experience working to protect the environment and the rights of local communities. We are a small team who thrive on passion for the work and a commitment to make a difference.

Gaia is the Greek Earth Mother Goddess, and the name given to James Lovelock’s scientific Hypothesis, recognising that the Earth is a dynamic living whole, of which humans, and all other life, are an inextricable part.

Gaia works with a global network of innovative people and initiatives that strengthen cultural and biological diversity, local governance and resilience. We provide access to information, advocacy support, strategic advice, funding, international alliances and media with a wide sphere of influence. This began in the Colombian rainforest in the 1980s when, collaborating with our partner Gaia Amazonas, we worked with Amazon indigenous peoples to secure their right to govern and protect their traditional lands. Twenty years on, an area larger than the size of the UK is safe from destruction and legally back in the hands of these communities.

Today, our network has grown into a global web of partners in Africa, India, Europe and South America. Gaia serves as the networking hub creating added value and strength through connecting our partners across the globe. Our purpose is to strengthen community cohesion and people’s collective capacity to respond to the unfolding social and ecological crises. We believe there has never been a more critical time to strengthen and scale up this work.

Gaia operates from a small, busy base in North London, and a nearby learning centre from where we host talks, workshops, strategic meetings, and where Associates and partners stay as they travel through London.

There has never been a more important moment for Gaia, in terms of drawing from 25 years experience of working with local and indigenous people in the South, to contributing to the debate around climate change and inspiring a fundamental shift in thinking that will bring about positive change. There will be much scope for the successful candidate to make a significant impact on and contribution to Gaia’s work.

For further Background Information we recommend you visit

Job description: Finance & Administration Assistant

Reporting to: Finance Manager

Location: Belsize Park/ Hampstead

Hours: 5 days per week, 9:30am – 16:00pm (27.5 hours per week)

Salary: £20,000 per annum (pro rata)

We are looking for an organised multi-tasker able to support a small but busy team. The candidate will need to ensure the general smooth running of the office, and support the Financial Manager with a series of bookkeeping requirements. If you’re a good coordinator with an eye for detail and a welcoming smile, this could be the job for you.


  • To ensure the Gaia office runs smoothly including the maintenance of systems and procedures, general office administration and the conduct of meetings and correspondence.
  • To provide clerical and administrative support to a small team and occasionally Gaia’s partner organisations and associates within our international network
  • To fulfil some Personal Assistance/ Secretarial duties for the co-founders of Gaia
  • To support the Finance Manager with bookkeeping requirements and general clerical support

Roles and Responsibilities

1. Financial Support and bookkeeping

  • Perform day-to-day accounting using SAGE software and maintain financial records and filling systems
  • Process invoices and claims ensuring the coding, authorisation and payment details are correct and initiate payments using internet banking
  • Perform monthly control account, bank and petty cash reconciliations
  • Monitor income from event tickets sales and Gaia’s online shop sales
  • Process and Monitor Gift Aid claims
  • Assist with month end and year end processes
  • Ensure financial controls operate in line with policy and procedure
  • Undertake general administrative duties including liaison with suppliers, donors and bankers
  • Occasionally support international partners on small financial tasks.

2. Administration

  • Support the team in secretarial, administrative and organisational tasks, such as internal filing, responding to external enquiries and coordinating diaries, including annual leave
  • Coordinate the scheduling of regular team meetings including a weekly team ‘check-in’, monthly full team meetings and quarterly trustees meetings
  • Support team members to coordinate conference calls
  • Maintain office systems and procedures including answering the phone, health & safety, post & couriers, stationery, liaising with the landlord and other service providers and suppliers
  • Oversee the maintenance and up-keep of key equipment such as printers and computers, phone systems, cameras and dictaphones
  • Maintain up-to-date records of Gaia’s supporters, events attendees and individual donor contact databases using Batchbook
  • Update and maintain Gaia’s systems for storing and cataloguing books, DVDS and CDs of interest to the Gaia team and keeping abreast of our book stock and events materials
  • Manage the fulfillment of orders from Gaia’s online shop, and keep abreast of individual donations through the Gaia website
  • Contribute to regular reviews of staff organisational processes and support training such as efficient email use and filing to improve the teams capacity to work efficiently
  • Manage travel, conference and meeting logistics and schedules in the UK and abroad for Gaia staff
  • Provide new staff and interns with an office induction and liaise with Gaia’s technical support team to arrange email access and systems set up
  • Ensure a pleasant and effective office environment.

3. Administration (at Gaia House)

  • Support and attend Gaia Evenings (approx 6 per year)
  • Support the quarterly trustees meeting by ensuring all Board reports are sent out on time, and that the House is ready for all meetings
  • When needed, meet and greet guests upon arrival at Gaia House and ensuring that the main meeting room is ready for external meetings.

4. Project and Network Support

  • Manage travel, conference and meeting logistics and schedules for partners and Associates when required, particularly during UK visits
  • Provide administrative advice and support to partners as and when required. This may involve creating small handbooks about key systems, functions or organisational processes, which create more efficient working.

5. PA and secretarial responsibilities

  • Type up the Director’s meeting notes when requested
  • Maintain and coordinate the Director’s diary, particularly pre, post and during periods of international travel
  • Support the Chairman of the Gaia Trustees with emails and personal flight bookings as requested.

Other useful information:

This role may require, in certain circumstances, a flexible approach towards working hours, particularly when international partners’ travel arrangements need to be supported in different time zones.

The position will also be expected to support the Gaia team at all Gaia evening speaking events, which take place locally, (approximately 6 times per year).

Person Specification


  • Minimum of ’A’ level or equivalent standard education
  • Bookkeeping qualification (desirable).


  • At least two years administrative experience in a busy workplace
  • Working knowledge of SAGE line 50 or similar accounting packages
  • Financial administration or bookkeeping experience
  • Proven competence in electronic information management and development of filing systems, office systems and processes.


  • Computer literate; excellent proficiency in using Mac Mail (or similar email provider), Word, PowerPoint and Excel
  • Knowledge of financial systems and bookkeeping
  • Good understanding of file management and organisation. Ideally with some experience using a CRM system
  • Strong research skills and experience and proven ability to research and find information from online sources.

Skills/ Aptitudes

  • Excellent command of written and spoken English
  • Exceptional organisational and numeracy skills
  • Ability to juggle different tasks, use initiative, and meet deadlines
  • Effective, positive and friendly interpersonal and communication skills
  • Dedication to completing tasks, with minimal supervision and direction
  • Flexibility and willingness to support a wider team
  • Enthusiasm for working in a culturally diverse environment
  • Possess appropriate right to work in the EU.

Confidential Application

Please return only this section of the document to Gaia. You do not need to re-include the background briefing and job description in your application.

Applying for the role of Finance & Administration Assistant

The Gaia Foundation

Please complete this brief application form and attach a CV outlining your career to date, plus any academic and professional qualifications. Also include details of any voluntary posts undertaken. Please send your application, by midnight, Monday 13th October, to .

Full Name:


Mobile Phone:

Home Phone:


How did you hear about this post?

Are you eligible to work in the UK?


Please give details of two referees: your current employer (they will not be contacted prior to an offer), your previous employer or a personal referee:

1 - Name and professional relationship to you:



OK to approach Yes / No

2 - Name and relationship to you:



OK to approach Yes / No

Current Employment Terms Details

Basic Annual Salary: Annual Leave:

Pension: Employer contribution: Employee contribution:

Any other benefits?:

Notice required:

Please state your answers to the following (on no more than 2 pages):

1) Why would you like to be the Finance & Administration Assistant at the Gaia Foundation?
2) What three key areas of experience and skills can you bring to this role?
(Please draw upon the Person Specification to inform your answer)


I declare that the information that I have provided on this form is true and accurate, and in particular that I have not omitted any fact which may have a bearing on my application. I understand that any subsequent contract of employment with the Gaia Foundation will be made on the basis of the information I have provided. Furthermore, I understand that a false declaration, which results in my appointment to the Gaia Foundation, will render me liable to dismissal without notice.

Signature ______Date ______

The Recruitment Process


Deadline for applications


Midnight, Monday 13th October

First stage interviews


Short and informal interview over Skype, Friday 17th October

Main interviews in Hampstead Tuesday 21st October.

Second Stage interview


TBC depending on candidate availability


If you require any further information or you would like to discuss anything in more detail, please contact Rowan on or call 0207 428 0055. Please ensure you have read the job description and person specification thoroughly.

- 1 -