The Institute for European Environmental Policy (IEEP) is an independent and influential policy studies institute. We undertake research and consultancy work on the development, implementation and evaluation of environmental and related policies, particularly in Europe. Our focus is on current and future policy debates. We work closely with the EU institutions, national and regional authorities in different European countries, parliamentarians, NGOs and academics as well as international bodies. Our project portfolio varies from year to year but we maintain a commitment to being at the forefront of thinking about the environment and the way it is addressed in policy, particularly within the EU. Over the past thirty years IEEP has been a key player in European environmental policy development in a range of areas, including agriculture, biodiversity, climate change, transport, water, waste, and budget policies.
IEEP is a self-financing, not for profit institute with offices in central London and Brussels. For more information, please see our website: www.ieep.eu
The Role
IEEP has a vacancy for a Finance & Operations Assistant in the institute’s Finance and Operations team. It is a key role within a busy and dynamic team which focusses on the day-to-day running of the Institute; this role will provide general support to other members of the team and research staff.
IEEP is a relatively small organisation, so we ask that all staff show commitment and flexibility in undertaking a range of general tasks in addition to their role in order to develop the Institute and ensure its smooth and effective running.
Key responsibilities
The post carries the following responsibilities:
Office Administration
- Supporting the running of the office and facilities including managing supplies
- Act as front of house e.g. answering external calls, welcoming visitors, etc.
- Updating of internal documents and policies in consultation with other IEEP staff
- Organising a variety of meetings and conferences
- Booking couriers and ensuring dispatch of urgent documents
- Copying, scanning and binding documents as needed
- Help with office filing
- Travel booking for London staff
IT Assistance
- Liaise with the Finance & IT Manager regarding general IT maintenance and updates
- Liaising with external IT contractors (general enquiries, scheduled updates, etc.)
- Minor technical troubleshooting
- Maintenance of the institute’s information management systems (internal documents, bespoke Access database, etc.)
- Setting up communications for meetings e.g. Skype or Go To Meeting
Finance Assistance
- Data entry & information gathering for accounting purposes
- Scanning and copying receipts and records as needed
- Other finance tasks as required (e.g. assisting with Belgian VAT reclaim)
Project and Tender Support
- Acting as back up for tender submission, including formatting text, financial documents and graphics; final quality check; printing, binding and organising couriers as well as electronic submission.
- Providing support to research and operations staff by formatting documents (including tenders, reports and presentations)
- Provide support to the Contract Manager with numerous administrative aspects of tenders and contract management e.g. updating CVs, conducting plagiarism checks
Support to Head of Finance
- Provide typing and filing support
- Assist with the preparation of Finance committee and Board papers
- Other tasks as required
Qualifications and Experience
Essential:
- Excellent written and spoken English and the ability to present information in a clear, precise and accessible style
- Excellent communication and interpersonal skills
- Experience working in an office administrative role
- Advanced use of Microsoft Office (Outlook, Word, Excel, PowerPoint and Access)
- Ability to prioritise and meet tight deadlines
- Understanding of basic book-keeping
- A good understanding of IT systems and tools
Desirable:
- Experience using EndNote referencing software
- Experience using Sage (or similar finance software)
- Experience working within the charity sector or a small organisation
- Interest in environmental policy
Essential Personal Attributes & Skills
The ideal candidate will have the following attributes:
- A warm and welcoming manner
- An ability to work proactively on own initiative
- A professional and discreet approach
- An ability to deal with a high number of demands in a short space of time
- The ability to remain calm under pressure
- Excellent attention to detail
Location
The post will be based at IEEP’s London office, close to Victoria station.
Salary and Conditions
This is a permanent role with a 6 month probationary period. Salary will be £20,000 - £21,000 depending on skills and experience.
How to apply
If you believe you fit this candidate specification and you would like to apply for this post, please:
- Fill in the application form that can be found on the website. Follow the instructions contained within it, explaining your interest in the job and showing clearly how you meet the job and candidate requirements.
- Send your completed application form to recruitment@ieep.eu, clearly marking the title of the email or envelope: ‘Finance & Operations Assistant’.
All applications must reach us by midnight on Sunday 26th February 2017. We expect to hold interviews during the week commencing 6th March 2017, including skills testing. The whole process should take around 2 hours in total. The anticipated start date would be as soon as possible.
Due to anticipated interest in the post, we are unfortunately not able to reply to unsuccessful applicants. If you wish to receive confirmation that we have received a postal application then please enclose a stamped, self-addressed envelope. If you have not had a response to your application within two-weeks of the closing date you should assume you have been unsuccessful in your application.
IEEP strives to be an equal opportunities employer and undertakes that there shall be no discrimination in employment policies or salaries on grounds of race, ethnic origin, gender, disability, religious or similar belief, sexual orientation, age, gender reassignment or marital and civil partnership status.
.jpg&h=200&zc=2&a=t)