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TEAM ASSISTANT (part-time) – Winchester, UK

Deadline: 22/11/2019


Earthworm Foundation is an international dynamic non-profit organization which helps companies transform their supply chains across the world for the benefit of people and nature.

Earthworm Foundation is seeking a motivated Team Assistant (part-time), based in Winchester, UK.

About Earthworm Foundation

Earthworm Foundation currently has presence in 20 countries including Indonesia, Malaysia, China, Ecuador, Peru, Brazil, India, and several locations within West Africa, Europe and the Americas. We employ more than 200 people worldwide and work with big and small companies, communities and producers of raw materials to create compelling cases of transformation. With an innovative and entrepreneurial spirit, we work on the ground with people to create inspiring transformation stories. We focus on creating value, engage without judging and carry hope and a positive vision of the future.

What Makes Us Unique

Beyond providing advice on policy set up based on our strong technical expertise, we see the world through interactions and relationships. Operating between two worlds (NGO-Companies/Buyer-Supplier), we encourage our partners to look inside, and are not only their environmental conscience. In addition to traceability and assessments, we create and innovate solutions to the challenges companies and communities face.

What We Offer

  • A unique work experience in a dynamic non-profit directly impacting the conservation of the environment and improvements in human rights and social equity through supply chains.
  • An organic environment with the chance to work in a multicultural team.
  • The opportunity to lead complex projects and build client relationships with exposure to different tasks.

Responsibilities

Administrative Support

  • Answer calls, respond to emails and written correspondence;
  • Maintain reliable office filing systems and archive;
  • Order stationery, equipment and other consumables;
  • Manage contact with office service providers ensuring reliable service and value for money;
  • Assist in arranging travel and appointments for the Country Head and relevant individuals within the team
  • Manage expense claims of relevant individuals within the team;
  • Support with organising meetings and events;
  • Arrange travel, accommodation and meeting schedule for visiting guests;
  • Ensure insurance policies are kept up to date;
  • Ensure health and safety training and equipment is kept up to date;
  • Support with preparation of presentations and other documentation;
  • Support with processing paperwork related to contracts and service agreements;
  • Other ad-hoc administrative support as required;
  • Propose alternatives and new ways of working to improve team effectiveness where relevant;

Financial Administration and Book-keeping

  • Provide a monthly cash forecast to HQ based on approved budget;
  • Monthly reconciliation of bank account;
  • Prepare monthly expenses report for HQ;
  • Verify vendor invoices and track bank account balance;
  • Prepare quarterly VAT returns;
  • Control petty cash transactions;
  • Manage company credit card usage;
  • Maintain a credit bank balance at all times;
  • Ensure expenditure is in line with budget;
  • Monthly payment of salaries provided by local payroll company. Liaison with payroll and pension provider when needed;
  • Engage with members of the UK team, HQ Financial team, Local audit/accounting firm, Local tax authorities;
  • General support to the Country Head on budgeting, forecasting and time-allocation process;
  • Raise invoices for general office items which sit outside Member workplans, and assist relevant individuals in raising other invoices as required;
  • Act as a local contact point for the UK team on HR policies and procedures. Raise issues requiring support from the central HR team in Nyon, Switzerland in a timely way;
  • Maintain accurate HR records and liaise with the company pension and payroll providers as appropriate to ensure staff details are up to date;
  • Support the recruitment and onboarding process for new staff e.g. arranging interviews, ensuring key documentation is in place, setting up initial training schedule;
  • Ensure the Earthworm UK Employee Handbook is kept up to date.
  • The Team Assistant will also be asked to provide support to Team Members on specific projects or research tasks from time to time. For example, researching potential funding sources and supporting funding applications; assisting with gathering data on new areas of work.

HR Support

  • Act as a local contact point for the UK team on HR policies and procedures. Raise issues requiring support from the central HR team in Nyon, Switzerland in a timely way;
  • Maintain accurate HR records and liaise with the company pension and payroll providers as appropriate to ensure staff details are up to date;
  • Support the recruitment and onboarding process for new staff e.g. arranging interviews, ensuring key documentation is in place, setting up initial training schedule;
  • Ensure the Earthworm UK Employee Handbook is kept up to date.
  • The Team Assistant will also be asked to provide support to Team Members on specific projects or research tasks from time to time. For example, researching potential funding sources and supporting funding applications; assisting with gathering data on new areas of work.

Other Support

  • The Team Assistant will also be asked to provide support to Team Members on specific projects or research tasks from time to time. For example, researching potential funding sources and supporting funding applications; assisting with gathering data on new areas of work.

Requirements – Candidate Profile Minimum Qualifications

  • At least 3 years administrative or secretarial/PA experience required, ideally within a Team Assistant role;
  • Good understanding and experience of financial administration and book-keeping procedures (professional qualification preferred but not essential);
  • Strong communication and numeric skills (GCSE Grade A-C in English and Mathematics or equivalent);
  • Excellent computer skills including MS Word, Excel and Powerpoint (formal qualifications/training preferred);
  • Excellent organisation skills, good attention to detail and ability to manage their own workload;
  • Capable, reliable and friendly.
  • English proficiency.

Language skills:

  • English proficiency.

Personal characteristics:

  • Passion for working on issues related to human rights, sustainability and supply chains.
  • Hands-on, practical, innovative.
  • Flexibility, takes initiative/proactive, self-motivated and has a positive attitude.
  • Ability to work within a multidisciplinary and multicultural team.
  • Ability to handle multiple tasks and work autonomously.
  • Committed to Earthworm Foundation values:
    • Focus on action and on-the-ground results;
    • Entrepreneurial spirit;
    • Client-focused;
    • Open collaboration and communication;
    • Humble;
    • Passion for high quality work;
    • Respect for each other.

Working conditions / Physical effort:

  • Based in Winchester, UK;
  • Occasional local travel within the UK;
  • Very occasional travel to other Earthworm Foundation offices in Europe.

Other information:

  • This is a part-time role, working 6 hours per day / 30 hours per week (excluding lunch breaks). We are flexible on start and finish times, however working periods must fall within our standard office hours of 9:00-17:00.

To apply

Interested candidates should send a cover letter and resume via email to uk.recruitment@earthworm.org. Please put your last name and UKTeamAssistant2019 in the subject line of the email. Successful candidates will be contacted by email for an initial interview. The position will be open until filled. Only candidates who send a resume and cover letter will be considered. Only selected candidates will be contacted.