Contracts Administrator (Ref: 702)

Transcription

1 VACANCY PARTICULARS Contracts Administrator (Ref: 702) Hours per week: 21 (0.6 FTE) Contract type: Fixed Term for approximately 3 months Grade: 4 Salary: 20,520-23,620 per annum, pro rata Closing date: Tuesday 26th January 2016 midday Interview date: TBC Reporting to: Contracts Manager Who We Are The Institute of Development Studies (IDS) is a leading global institution for research, teaching and learning, and impact and communications, based at the University of Sussex. Our Vision Our vision is of equal and sustainable societies, locally and globally, where everyone can live secure, fulfilling lives free from poverty and injustice. What We Do The Institute of Development Studies (IDS) is a leading global institution for development research, teaching and learning, and impact and communications, based at the University of Sussex. Our vision is of equal and sustainable societies, locally and globally, where everyone can live secure, fulfilling lives free from poverty and injustice. We believe passionately that cutting-edge research, knowledge and evidence are crucial in shaping the changes needed for our broader vision to be realised, and to support people, societies and institutions to navigate the challenges ahead. Through our commitment to engaged excellence we work towards transformations that reduce inequalities, accelerate sustainability and build more inclusive and secure societies. We do this neither as a university organisation nor a thinktank, but by combining elements of both in a unique mix that is articulated in our engaged excellence approach. Since 1966 IDS has been working with partners to tackle complex development challenges and contribute the evidence, analysis, theory and facilitated learning that can help communities, practitioners and decision-makers at all levels work together for practical, positive change. Our partnership with the University of Sussex supports and accredits our teaching and learning programmes, where in PhD studies and a range of high-level Masters courses we aim to produce a new generation of development thought, policy and practice leaders. The Institute is home to approximately 100 researchers affiliated to thematic research clusters, 70 knowledge professionals, 65 professional staff and about 200 students at any one time. But the IDS community extends far beyond, encompassing an extensive network of over over 360 partners, 3,000 alumni and hundreds of former staff.

2 Job Description Overall purpose of the role The Contracts Administrator will contribute to the effective and flexible performance of the Finance & Contracts Department by supporting The Contracts Manager and assisting with general team activities. Main Duties and Responsibilities Drawing up subcontracts and subcontract amendments as and when required Assisting in processing expense claims: checking supporting receipts, authorisation, exchange rates and VAT coding to meet the needs of both the Institute and funders Raising invoices for short course participants and funder organisations as and when required Be a point of contact for queries Filing and archiving of paperwork across the department. Following up authorisers on our Customer Relationship Manager system Provide cover for other team members as required Contribute towards the constant review and development of the accounting system and linked reporting packages, ensuring these are fully utilised in the production of financial information for all users Maintain a complete audit trail of relevant documentation from instigation to completion of the programme. Any other duties as might be required, commensurate with the role and grading. Equalities You must be prepared to implement the Institute s Equal Opportunities Policy at a level appropriate to the job and must at all times carry out your duties with due regard to the Institute s Equal Opportunities Policy. Health and Safety You must be prepared to be responsible for the implementation of, and compliance with, the provisions of legislation relating to the health and safety of such employees and areas of the workplace as fall under your direct control and for complying with legislation relating to such works and contracts as are within your direct responsibility. General You will be required to undertake such other duties appropriate to the grade and character of the work as may reasonably be required of you. Therefore, the list of duties in this job description should not be regarded as exclusive or exhaustive. Your duties will be set out in this job description but please note that the Institute reserves the right to update your job description, from time to time, to reflect changes in, or to, your job. Significant permanent changes in duties and responsibilities will require agreed revisions to be made to this job description. You will be consulted about any proposed changes.

3 Person Specification Skills and experience Requirement Essential Desirable Assessment Qualifications Good standard of general education Accountancy qualification: AAT or equivalent gained via experience Knowledge Knowledge of funding agency contracting (e.g. DFID, EU, ESRC) Skills Good level of numeracy Competent user of Microsoft office products including use of Word and an advanced knowledge of Excel. Good written and verbal communication skills Good organisational and time management skills Good interpersonal skills Experience Experience of administrative functions within a busy office environment Experience of a similar organisation (e.g. research, higher education or charity) Use of accounting software packages and reporting packages Attributes, Health, other Able to set priorities and manage workloads in order to meet deadlines, whilst still being careful and paying attention to detail. Able to be pro-active and to use initiative at all times. Ability to work effectively and flexibly with a team Cultural sensitivity and ability to build relationships with a wide range of people

4 Information to Candidates Benefits At IDS we offer a number of additional benefits to staff. These include: a competitive salary, including cost of living awards and incremental increases on an annual basis as per policy and the option to join our pension scheme. Please see for more details interest free travel loans, following successful completion of a probationary period support in attainment of a relevant professional qualification in line with the Professional Development Policy childcare voucher scheme and childcare fund competitive maternity and paternity policies that offer compensation above the statutory minimum 24 days annual leave per year (pro-rata for part-time), plus public holidays and up to 6 nonnegotiable closure days enhanced sickness pay entitlements support with relocation costs for staff joining us from outside the EU eligibility to use the University of Sussex gym and sporting facilities at staff rates Location The successful candidate will be based at the Institute of Development Studies on the University of Sussex campus. The University of Sussex is located 10 minutes away from the lively and cosmopolitan seaside city of Brighton on the UK South Coast, 60 minutes away from central London, 30 minutes away from London Gatwick Airport and is surrounded by the beautiful countryside of the Sussex South Downs. Situated between the sea and the South Downs, Brighton is one of the most vibrant and unique cities on the South Coast, for more information please go to How to apply Applications on official form only (CVs are not accepted): Human Resources Institute of Development Studies Brighton BN1 9RE, UK Alternatively please your application to hr@ids.ac.uk please insert the job title and reference number into the subject line of the . We would recommend that electronic applications are sent 24 hours in advance of the deadline, to ensure there are no technical difficulties. Owing to the large number of enquiries received and consequential processing/postage costs, regretfully, it is not possible to enter into further correspondence with all applicants. Therefore, if you do not receive any communications by the interview date, please assume that, on this occasion, your application has not been successful.

5 Institute of Development Studies Brighton BN1 9RE UK T + 44 (0) E hr@ids.ac.uk W Follow us: Like us: Sign up to our e-alert: Institute of Development Studies Charitable Company Number Limited by Guarantee and Registered in England Charity Registration Number