Administrative Assistant

Admin Assistant (Part time – 20 hours)
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Role Purpose:
Khalsa Aid International (KAI) is looking for a part time (20 hours) Admin Assistant to work with the UK Operations team. The role will involve assisting the team to fulfill the humanitarian projects and missions that KAI manages.
The successful individual will work on all the different projects our team supports and be responsible for a variety of tasks, both large and small. You will be a vital part of a lean team where every member counts.
The role will suit recent graduates or those in their early career years with 2-3 years’ experience in an office environment.
Objectives:
Project Proposal Development: Assist in crafting compelling project proposals, including aims and objectives, methodologies, funding requests, budgets, and sustainability plans.
Notion (IT System): Develop and then utilize your knowledge of the Notion system to create new pages, link them effectively, and develop databases, tables, and templates to streamline our project organization. Training will be provided.
Country Research and Risk Assessment: Conduct thorough research on countries where we operate, compiling comprehensive "Country Pack" documents. Utilize Cap Travel Assistance and other official sources to conduct risk assessments for each deployment.
Volunteer Communication: Maintain clear and consistent communication with volunteers, keeping them informed, prepared, and equipped with the necessary training for potential challenges encountered during deployments. Utilize email, Microsoft Teams, social media and volunteer management system for communication.
Travel Risk Management: Prepare detailed risk assessments for each project, ensuring every team member is fully aware of potential risks and associated mitigation strategies.
Data Management: Utilize Signable system to automate document signing processes. Review and organize data collected during deployments, which may range from beneficiary lists to technical reports.
Data Analysis and Presentation: Extract key data points and utilize Notion for recording. Generate impactful presentations using PowerPoint and Excel, with an understanding of the potential for incorporating other relevant tools in reporting.
Project Reporting: Compile comprehensive project reports at project completion or after significant milestones. Reports should detail project activities, progress against Sustainable Development Goals (SDGs), and outline next steps.
Meeting Management: Schedule and organize meetings, ensuring efficient communication and project progress.
Mission Bag Management: Maintain inventory control of mission bags, track assignments, and manage check-out procedures.
Travel Itinerary: Create and manage travel itineraries, ensuring clear tracking of team members entering and exiting project countries.
Skills & Experience Required:
● Excellent organisational and administration skills
● Excellent verbal and written communication skills
● Strong desire to learn
● Passion for humanitarian projects and social justice issues
● Proactive and solution focused work style and attitude
● Numerate and PC literate with strong Excel and Word skills
About Us
Khalsa Aid International is a UK-based humanitarian relief charity (Registered Charity Number: 1163294) providing support around the world to victims of natural and human-caused disasters such as floods, earthquakes, famine, and war. We are a truly global humanitarian organisation, working across geographies everyday with our people sharing a passion for making lives better. We offer an opportunity to make a difference in people’s lives by helping communities during the most testing of circumstances in their lives.
Our Culture
Our working culture is highly respectful, stimulating, and diverse; enabling bright, passionate people to do their best work. We offer challenging but realistic goals, recognition for achievement and an opportunity to challenge the status quo. Our people are pragmatic, humane, work collaboratively and are excellent relationship builders.