Share

Facebook icon Twitter icon Mail icon

Office Coordinator- Winchester, UK

Deadline: 10/12/2021

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 Part-time Office Coordinator, based in Winchester, UK, with experience in office management and human resources, excellent communication and organization skills, and who is interested in working with a dynamic non-profit that builds relationships with companies, governments and civil society organizations to bring responsible products to market.

About Earthworm Foundation

Earthworm Foundation currently has presence in 16 countries including Indonesia, Malaysia, 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

Responsible for supporting the maintenance and smooth functioning of the ten-person UK office, for both in-office and remote working, and collaborating on work with global teams across the organization.

Human Resources

  • Act as a local contact point for the UK team on HR policies and procedures, with support from the global HR team, external UK HR provider and Country Head when needed;
  • Represent the UK team in the Earthworm Global HR Network. Join calls, cascade information and action follow-ups as appropriate;
  • Support the recruitment and onboarding process for new staff e.g. support with development of job descriptions and adverts, upload recruitment requests into internal system, arrange interviews, prepare employee contracts based on approved templates, ensure documentation and equipment for new starters is in place, set-up initial training schedule in conjunction with the recruiting manager & provide training on admin processes;
  • Maintain accurate HR records and liaise with HQ and the company pension and payroll providers to ensure staff details are up to date;
  • Co-ordinate payroll and salary payments to UK team members, with support from external payroll and accounts provider;
  • Co-ordinate roll-out of local and global training opportunities for UK team members, in conjunction with line managers and the Country Head;
  • Ensure the Earthworm UK Employee Handbook is kept up to date;
  • Co-ordinate development and implementation of other local HR policies and processes relevant for the UK. context, in collaboration with the Country Head and external HR providers;
  • Additional HR tasks as assigned by Country Head or global HR team.

Financial Administration and Book-keeping

  • Support the development and updating of budgets, financial and HR allocation reports for the UK office;
  • Prepare monthly operating fund request to HQ based on approved budgets;
  • Manage relationship with external accounts provider to ensure core tasks are completed to quality and on time including:
    • Monthly reconciliation of UK bank account;
    • Monthly UK office expenses report;
    • Quarterly VAT returns;
    • Invoice, salary & expenses payments;
    • Setting up Standing Orders and Direct Debits for recurring items.
  • Verify vendor invoices, log, secure approval from Country Head, pass to external accounts provider for payment, handle vendor queries;
  • Manage company credit card usage and expense process: check monthly credit card statements; resolve anomalies; ensure expense forms and receipt copies are submitted by team members on time; forward forms to external accounts provider; file receipts in line with audit requirements;
  • Maintain UK office asset register. Prepare asset request and disposal forms as relevant;
  • Handle queries from HQ Financial team, auditors & local tax authorities promptly, with support from Country Head and external experts as required. Ensure relevant documents are filed;
  • Control petty cash transactions and submit petty cash tracking reports to HQ.


Administrative Support

  • Answer calls, respond to emails and written correspondence;
  • Manage contact with office service providers ensuring reliable service and value for money;
  • Maintain reliable office filing systems and archive, and ensure confidential documents are appropriately stored;
  • Ensure health and safety policies, training and equipment are kept up to date;
  • Assist in arranging travel and appointments for Country Head and other team members;
  • Support with organizing meetings and events;
  • Arrange travel, accommodation and meeting schedule for visiting guests;
  • Support team members with expense claims when required;
  • Order stationery, equipment and other consumables;
  • Support liaison with UK office building management to co-ordinate facilities, services and building-related issues;
  • Support the Country Head with ongoing team administration e.g. handling holiday requests; confirming other EF days off; ensuring timesheets are submitted on time; marking team birthdays and other occasions;
  • Support with processing paperwork related to contracts and service agreements;
  • Assist the team with internal communications and IT systems and tools, with support from EF global contacts where needed;
  • Propose alternatives and new ways of working to improve team effectiveness where relevant;
  • Other ad-hoc administrative support as required.

Requirements – Candidate Profile Minimum Qualifications

  • At least 3 years relevant professional experience;
  • Excellent computer skills including Microsoft Excel, Word, Powerpoint and Outlook;
  • Proficiency in use of digital communication and organisational tools e.g. Skype, Zoom, Webex, online filing system, project management software (e.g. Asana), online survey and polling tools (e.g. Doodle; Survey Monkey). Note: training available on specific systems used by EF;
  • Experience following and implementing administrative systems and protocols;
  • Strong communication and interpersonal skills. Collaborative and keen to support colleagues;
  • Excellent organisation skills and attention to detail;
  • Ability to rigorously ensure accuracy and quality in financial processes and outputs;
  • Ability to handle confidential information and maintain confidentiality;
  • Ability to deliver on time;
  • Able to work independently once trained, with minimal supervision;
  • Effective in prioritising and carrying out multiple tasks;
  • Capable, reliable and friendly.

Additional Helpful Qualifications (both lived and work experience are valuable):

  • Experience or training in Human Resources;
  • Experience or training in Accounting;
  • Experience in event or travel planning.

Language skills:

  • Proficiency in English (written and spoken).

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. Must also be able to work remotely (Covid restrictions currently apply);
  • Occasional local travel within the UK;
  • Very occasional travel to other Earthworm Foundation offices in Europe.

Other information:

  • Open-ended contract;
  • Part-time role, working 4.5 hours per day / 22.5 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.
  • Immediate start;
  • Legal authorization to work in the UK required.

To apply

Interested candidates should send a cover letter and resume via email to uk.recruitment@earthworm.org by the 10th of December 2021. Please put your last name and UKOfficeCoordinator 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.