Governance and Operations Officer

This is an exciting opportunity to work at the heart of International Alert as we implement a new Strategy at a hugely challenging time for conflict and peacebuilding in the world.

You will support and work directly with Alert’s senior leadership and Board of Trustees, and have contact with employees at every level of our 250-strong global organisation. You will help ensure the Charity’s governance and operations activity is well supported, so that our planning, decision-making and reporting are coordinated, robust, and we listen to an inclusive staff voice. You will directly support, and work closely with, the Executive Director and other members of the senior leadership team.

You must be committed to Alert’s peacebuilding mission; have strong organisational and co-ordination skills; and have the ability to work well with people at all levels to get things done and help maintain strong internal communication, solidarity and morale. Getting these things right is the core of the job. Beyond that is a range of opportunities to support important strategic change processes within Alert as we strengthen our peacebuilding and advocacy, and transform our local partnerships.

Role duties and responsibilities:

Governance support

• Organise and administer key governance and management meetings, especially the Board of Trustees and sub-committees, Executive Team and Global Leadership Team. This includes preparation of agendas, coordination of papers and structured follow-up to decisions taken, minute taking, travel arrangements for Trustees and other logistics.
• Act as the main operational liaison point for Trustees, maintain records of their terms in office and renewal dates, maintain record of key decisions and resolutions by the Board, and support other compliance requirements.

Operations support

• Work closely with the Chief Operating Officer to coordinate processes to strengthen efficient and effective operational support to our peacebuilding work.
• Support improved operational practice including procurements of preferred and approved suppliers, obtaining legal or other professional advice, and coordinating cost-efficiency projects under the guidance of the Chief Operating Officer.

Support to senior staff team

• Manage calendar and travel planning, expenses and timesheets for the Executive Director, Chief Operating Officer and other senior staff as appropriate.
• Take responsibility for financial management of the Executive Director’s office, including ensuring accurate allocation of costs, budget-holder authority and monitoring expenditure against approved budgets.
• Lead on specific projects for the senior management team as required.

Strategy implementation

• Assist in the planning process for Alert’s teams, including arranging meetings and the coordination of the overall process.
• Lead the organisation of annual global leadership and management gatherings.
• Support the strategic or other planning and implementation processes, arranging meetings and coordinating documentation, to ensure our new Strategy is delivered across International Alert.

Organisational support

• Coordinate and collate quarterly reporting.
• Compile and maintain an organisational calendar of key dates and events.
• Work with relevant teams to enhance knowledge management systems.
• Support and coordinate staff representative bodies, including the Gender, Diversity, Equity and Inclusion steering committee and Global Staff Forum, and ensure smooth communication of ideas between different teams.
• Participate in organisation-wide events and discussions.
• Under the guidance of the Executive Director and/or Global Directors, lead on specified special projects (e.g. policy research, joining/leading working groups, workshop organisation, automation of processes, data cleansing) from inception to completion.
• Undertake other tasks in line with the role as requested by the Executive Director.

Office management

• Ensure all London staff and volunteers are aware of office policies and procedures and induct new staff on these**.**
• Manage the day-to-day running of the London office premises including liaising with service providers, utilities and contractors and ensuring regular bills are paid on time and maintenance carried out as necessary.
• Ensure the office is furnished and supplied appropriately, including procuring, stationery, office and related supplies.
• Support director-level responsibility for London office health and safety by arranging trainings for H&S officers and sharing H&S information with staff.

Please note that the above are just some of the role requirements. For the full requirements, please click here to view the job description.