Apprentice – Business Administration

In this exciting and rewarding role, you will be an essential part of the team, providing core tasks that are fundamental to the daily running of the department. You will provide exceptional customer service to internal and external partners, ensuring the professional image of the Project and Finance Management team is maintained.

Full Description: -

Project and Grant Management

• Support the operation of Project and Financial systems (FocalPoint and Dimensions) and assist in further development and improvement of the system.
• Participate in due diligence process on both income and expenditure process (i.e. riskscreen).
• Assist in setting up new funders with the support and advice from Finance Business Partners.
• Assist in setting up new subcontractors/partners in the ODI subcontractors’ database and FocalPoint.
• Prepare contracts and collaboration agreements for consultants and partners for PMO/PM/SPM review.
• Raise purchase orders in FocalPoint, receipting and submit invoices for processing for the Finance Dept, working with the latter to solve any issues.
• Check staff expense claims against budgets, ODI and funder expense policy.
• Process monthly credit card reports.
• Receipt subcontractor/partner invoices against purchase orders, budgets and contracts, as well as ODI/funder expenses policies.
• Assist with timesheet posting and monitoring the timesheets by external consultants (staff submission will come later)
• Assist S/PM in travel booking process and authorization.

Finance

• Raise income invoices/statements for approval and assist with credit control process.
• Check accounts payable invoices for accuracy.
• Reconcile bank and card statements with records in the systems.
• Participate in updating funder specific requirements (i.e. IATI).
• Assist in maintaining project data quality (i.e. project start/end date, project attributes).

Administration

• Assist in developing and maintaining an effective SharePoint filing system: regularly reviewing in order to archive/dispose of dated material whilst ensuring that all archived documents are stored appropriately.
• Assist Programmes in relation to public events. This may include sourcing and booking meeting venues, sending invitations, arranging accommodation for attendees, booking catering, organising audio-visual/digital support, and processing participant expenses or per diems.
• Diary management for Senior Leadership Team.

Communication Skills - building good relationships is fundamental to the delivery of services.

Organisational Skills - the ability to manage your own workload and to work to team and project deadlines.

Teamwork and Cooperation - the ability to work flexibly in a team and contribute to a supportive work environment.

Adaptability and flexibility - apprentices work in fluid, fast-paced & exciting environments. These skills are vital to responding to situations in the workplace.

Proactive Skills – the ability to work within a team as well as on own initiative.