Administrative Officer, Climate Hub

BRAC International is Hiring! Join BRAC International to create opportunities for people to realise their potential.

Position: Administrative Officer, Climate Hub

Job Location: USA (New York/ Washington D.C) or UK (London)

About the Role:

BRAC International (BI) is seeking an Administrative Officer to join our Climate Hub team which is aligned with its ethos of working in partnership with communities to create impact for scale. The Climate Hub seeks to hire an Administrative Officer to support the Hub. The Administrative Officer will work directly with Hub leadership while collaborating closely across the team to streamline activities, increase efficiency, and improve workflow.

Key Responsibilities:

General administrative support:

• Oversee day-to-day Climate Hub administrative operations, ensuring efficiency and effectiveness.
• Schedule and coordinate meetings, appointments, and travel arrangements for executives and team members.
• Prepare and disseminate correspondence, memos, reports, and presentations, ensuring accuracy and timeliness.
• Support meeting preparation and join meetings, taking notes and tracking follow up activities.
• Maintain organized digital and physical filing systems for documents related to events, expenses, and general administration.
• Act as a liaison between departments, facilitating communication and collaboration from the Climate Hub across the organization.

Fundraising and CRM Management and support:

• Input, update, and track prospect and donor communications, ensuring data integrity and confidentiality.
• Regularly run relevant reports to track Climate Hub progress towards fundraising goals and use reports to support event coordination.
• Train staff on the effective use of the CRM system, providing ongoing support to ensure best practices and accurate data.
• Work with organizational fundraisers to conduct prospect research, develop meeting briefs, and debriefs, and ensure timely follow up on fundraising conversations and leads.

Events and engagements:

• Support the planning, coordination, and execution of Climate Hub events, participation in global conferences, and other engagements.
• Organize and coordinate internal and external training sessions, workshops, and company events.

Expense processing and financial administration:

• Assist in preparing and monitoring budgets, processing invoices, and tracking expenditures.
• Support Climate Hub leadership with tracking and submitting expense reports.

Knowledge and workflow management:

• Maintain and manage the Climate Hub’s Notion workspace, ensuring that all relevant information, documents, and processes are up-to-date and easily accessible.
• Create and manage Notion pages for project management, task tracking, and event planning, ensuring that all team members are aligned and informed.
• Train staff on the effective use of Notion for collaboration, project management, and document storage.
• Develop templates, databases, and dashboards in Notion to streamline workflows and improve productivity.

Safeguarding Responsibilities

• Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, and encourage others to do so.

Academic Qualifications:

Bachelor in Business Administration, Management, or a related field.

Required Skills, Competencies & Knowledge:

• Highly responsive - strong ability to manage multiple tasks simultaneously and prioritize effectively in a fast-paced environment and changing circumstances.
• Self-motivated, takes initiative, with a “customer service” mindset.
• Strong analytical and problem-solving skills, with the ability to develop creative solutions to complex challenges.
• Time management, detail-oriented with excellent problem-solving skills.
• Exceptional verbal and written communication skills.
• Ability to interact professionally with all levels of staff, management, and external partners.
• Proficient in the Google platform (Sheets, Docs, etc.) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to analyze data, prepare reports, and make informed recommendations to improve administrative processes.

Experience Requirements:

• 3-5 years of proven experience in administrative support.
• Proven experience working with diverse, multi-disciplinary teams across different cultural contexts. Ability to navigate and adapt to various communication styles and work environments.
• Proven experience engaging with a wide range of stakeholders, including government agencies, international organizations, NGOs, private sector partners, and local communities.

About BRAC International:

BRAC International (BI), a leading non-profit organization, is on a mission to empower people and communities facing poverty, illiteracy, disease, and social injustice. Our vision is to create a world free from exploitation and discrimination, where everyone has the opportunity to realise their potential. We design proven, scalable solutions that equip people with the support and confidence they need to achieve their potential.

BRAC was founded in Bangladesh in 1972 and over the last five decades has grown to become one of the world’s largest non-governmental organisations (NGOs), reaching over 100 million people. We started our first international operation by venturing into Afghanistan in 2002, building on lessons from our work in Bangladesh to support a nation devastated by war. Currently operating in 16 countries across Asia and Africa. Born, proven and led in the Global South, BRAC International brings a unique Southern perspective and commitment to continuous learning, providing a depth of insight, experience and evidence to meet the needs of diverse communities with humility and courage across Asia and Africa. To learn more about BRAC International, please visit (www.bracinternational.org.com)

Our Core Values:

Integrity: We approach our work with honesty and integrity.

Innovation: We innovate and iterate to improve our impact.

Inclusiveness: We foster inclusion to reach those who need it most

Effectiveness: We strive for effectiveness to better serve people in poverty

If you feel you are the right match for the above-mentioned position, please follow the application process to grab your dream opportunity!

External candidates need to email their CV with a letter of interest mentioning educational grades, years of experience to [email protected]

Internal candidates need to apply with their latest CV including all job assignments in detail with BRAC PIN and email to [email protected]

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Please mention the name of the position and AD# BI 51/24 in the subject bar.

Application deadline: 06/10/2024

BRAC is committed to safeguarding children, young people and adults, and expects all employees and volunteers to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation - regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. Therefore, our recruitment policy and procedure include extensive background checks and disclosure of criminal records in order to ensure safeguarding to the fullest extent.

“BRAC International is an equal opportunities employer”