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(CLOSED) Job Vacancy: Operations Assistant

17.12.2020

Operations Assistant | Knowledge Platform Security & Rule of Law

18 hours per week (part time)

The Knowledge Platform Security & Rule of Law (KPSRL) is a Netherlands Ministry of Foreign Affairs project run by Clingendael’s Conflict Research Unit, in collaboration with the International Development Law Organization and Saferworld UK. The KPSRL is committed to improving the quality and impact of Security & Rule of Law (SRoL) programming and policies, with a specific focus on fragile and conflict-affected settings. To do this, the KPSRL convenes programming specialists, policymakers, and researchers to generate and share knowledge, improve practice and increase learning across the SRoL sector. Established in 2012, the KPSRL now has over 3.500 participants including civil society, academics and researchers, as well as policy officers representing national and multilateral donors.

The KPSRL is managed by a Secretariat that coordinates, activates and facilitates the Platform, working to increase the uptake of knowledge, and provides grants from its Knowledge Management Fund (KMF) to stimulate experimentation, innovation and research uptake within the SRoL sector. In addition to hosting a repository of cutting-edge knowledge products garnered from projects and programs around the globe, the Secretariat regularly convenes learning events, including webinars, white paper discussions, programming-led learning symposiums, research seminars, practice labs and an Annual Conference.

The KPSRL Secretariat is looking for an Operations Assistant from 1 February 2021 to support the efficiency of the Secretariat’s working processes, outreach campaigns and general administration.

Job description

The purpose of the job is to support the achievement of the KPSRL’s overall objective – to strengthen the learning capacity of the network – by ensuring the Secretariat is able to manage its projects efficiently, regularly update its network outreach tools, maintain thorough records of its activities, and effectively and efficiently manage administrative processes and budgets.

The Operations Assistant will work closely with and report to the Head of Secretariat, providing direct support in project management, administration, record keeping and central file management. In addition, the Operations Assistant will, for a designated period of appr. 2 months per year, work closely with the Secretariat’s Communications Officer in supporting the logistics of the KPSRL’s Annual Conference. The Operations Assistant will maintain oversight of the administration of key Secretariat knowledge generation instruments: the Knowledge Management Fund and the new programmatic learning instrument. 

Key tasks include:

  • Carrying out the procurement and implementation of the Secretariat’s project management system, including:
    • Selecting a fit-for-purpose project management system, that allows for efficient and easy oversight of activities, central file management, resource dedication, planning benchmarks, tasks and closing documentation
    • Maintaining a team calendar to ensure all staff members contribute to the identification and are aware of important processes, events, timelines and deadlines
  • Leading administrative processes of the Secretariat’s knowledge generation instruments, including:
    • Maintaining oversight of, and update as necessary, the administrative and budgetary reporting for Knowledge Management Fund applications and grants
    • Provide support on creating the administrative tools, documents and processes for a new programmatic learning tool: e.g. contract templates, reporting templates, budget formats, etc.
    • Once the programmatic learning instrument is implemented, coordinating with partners to ensure administrative processes are followed
  • Support the development of a network outreach and client relations management system
  • Support the Head of Secretariat in managing the Secretariat budget, including:
    • Tracking and administring all incoming invoices, ensuring these are correctly addressed and assigned the correct budget codes
    • Liaising with the Clingendael finance department at regular (bi-weekly) intervals to ensure budget lines are being duly monitored, spending is in line with yearly benchmarking and budget lines are able to accommodate all anticipated activities
  • Contribute logistical support to the organization of the KPSRL Annual Conference, including:
    • Supporting the management of the Conference’s logistical elements: speaker travel arrangements; vendor coordination; service partners contracting and invoicing; supporting registration management; responding to inquiries from registered attendees; supporting the design of a ‘draaiboek’/ ‘day-script’; ensuring note-takers and hosts are aware of their responsibilities and tasks
    • Providing key logistical support in addressing ‘day of’ challenges: ensuring AV/Tech support is prepared; coordinating with service providers and vendors; coordinating note-takers, hosts

Qualifications and experience

We would be interested in candidates who can demonstrate the following:

  • Up to 3 years of relevant working experience in an administrative and/or management support function (of which preferably some experience working in NGOs, CSOs, grant management, government or development)
  • Experience of working with administrative management tools; highly proficient in MS Excel, Word, PowerPoint, and other applications and programs of MS Office
  • Experience in providing logistical support to event organization
  • Experience in working with a broad range of stakeholders and partners, preferably in both the Global North and South

In addition:

  • Curiosity and enthusiasm for international relations, security & rule of law policy and practice, and collaborative learning initiatives
  • Highly organized worker, capable of keeping track of many diverse simultaneous processes, and able to prioritize effectively
  • Capable of working independently and under time pressure and with strict deadlines while maintaining high levels of quality in her/his work
  • Proactive and self-assured, able to initiate contact with and respectfully engage a broad range of (senior) professionals, scholars, diplomats, and sector specialists
  • Strong social and communication skills, with strong intercultural sensitivity
  • Flexible, thoughtful and nimble approach to issues and colleagues, able to contribute constructively and positively when working as part of a team
  • Capable of reading and writing in Dutch and English fluently; preferably also capable of conversing and conducting research in French and/or Spanish. Further linguistic skills are considered an asset

Salary

The salary depends on the level of education and working experience, guideline is scale 8 BBRA based on a 18 hours working week. The contract is initially valid for a period of one year with the option for renewal.

Interested?

You can apply via the ‘Apply here' button at the bottom of this vacancy. Deadline for response is 17 January 2021.

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