Volunteering and AdministrationCoordinator

JOB DESCRIPTION

Employed by:Hub Cymru Africa is hosted by the Welsh Centre for International Affairs(WCIA) and staff contracts are issued by the WCIA

Responsible to:Hub Cymru Africa,Head of Partnership

Salary:WCIA Band 3 (starting at 27on the NJC scale)

Terms:Fixed term contract, until March 2021

Base:Offices of the Welsh Centre for International Affairs, Temple of Peace, Cathays Park, Cardiff.

Hours:Part time(18 hours)

Flexible and home working options may be considered for appropriately qualified candidates.

Annual leave: 28 days plus public holidays, pro rata

Travel:This role will require travel throughout Wales and occasionally the UK, including overnight stays. Use of public transport is preferred; when this is not convenient staff may use their own vehicle. The current mileage rate is 45p.

Hub Cymru Africa

Hub Cymru Africa has been established to deliver key elements of the Welsh Government’s Wales for Africaprogramme. It is a partnership of the Welsh Centre for International Affairs (lead partner), Fair Trade Wales, Sub-Sahara Advisory Panel, Wales for Africa Health Links Network and the Wales Council for Voluntary Action.

Summary of role:

The Volunteering Coordinator will support increased participation of volunteers in the Wales Africa sector and engage with potential volunteers across Wales. The role will also provide office management, handle enquiries and offer professional ‘front of house’ support to the whole Hub Cymru Africa Team.

In relation to events, travel and other team functions, the Support Officer will play an important administrative role: ensuring that appropriate venues and facilities are booked, producing event materials and supporting both ‘behind the scenes’ and publicly during events.

Specific responsibilities for this role will include:

  1. Volunteer Coordination(one day a week)

a)Work closely with Wales Africa groups, other third sector organisations and HCA Development Managers to identify suitable volunteer placements

b)Develop role descriptions for volunteering opportunities in line with HCA objectives and the needs of the sector

c)Develop relationships with new institutions including the University of South Wales, Cardiff University and other relevant organisations to support volunteer recruitment

d)Develop and manage a database of volunteers to enable matching in accordance with skill sets, interests and general suitability for placements

e)Ensure volunteers have opportunities to develop new skills and knowledge, or have the opportunity to share existing ones, and support them to evidence this

f)Ensure volunteers are deployed within the HCA as necessary, including to support events

g)Support HCA communications with volunteering content as appropriate, including for marketing purposes

  1. Events Support and Logistics

a)Support the logistics and operational management of key events, including the Wales International Development Summit

b)Support the HCA team with other events including shared learning events as necessary

c)Booking events and liaising with venues for training as necessary

d)Managing registration processes for events, including online registrations and invoicing for registration fees as necessary

e)Supportexternal trainers and speakers with event logistics as necessary

f)Work with other team members to prepare event materials

  1. Administrative and Financial Support

a)Updating financial record keeping and managing invoicing across the team using Clearbooks software and internet banking

b)Reconciling bank and credit card statements and making authorised payments

c)Working closely with WCIA finance staff to ensure accounts are up to date

d)Managing the team events calendar, including updating meeting appointments, diary coordination and leave tracking.

e)Organising translation services where needed

f)Managing the administration of regular team huddles and partnership board meetings including organising refreshments and taking minutes

g)Answering telephone enquiries and providing general front of house services

  1. Cross-Cutting Responsibilities (shared with all HCA staff)

a)Ensuring that all work is planned and delivered as part of the overarching HCA Strategy.

b)Contributing in a fair and proportional way to shared HCA activities, including major events, communications and outreach work.

c)Ensuring a good level of linkage with the work of the other partners: Fair Trade Wales, Wales Africa Health Links Network, Sub-Sahara Advisory Panel and Wales Council for Voluntary Action.

d)Working with the Diaspora and Inclusion Officer to ensure that marginalised groups can access support, training and grants.

e)Reporting on progress to your line manager and, where requested by the manager, directly to the Partnership Board or Welsh Government.

f)Recruiting, managing and/or supporting volunteers as required to deliver your work.

g)Ensuring that the programme is delivered bilingually and actively increases the involvement of Welsh speakers.

h)Contributing all relevant Monitoring, Evaluation and Learning data required within the project.

i)Ensuring that funds are spent for the programme’s approved purposes and that all transactions are supported with financial paperwork.

j)Undertaking occasional other duties where delegated by the Head of Partnership.

Person specification

Essential

  • Demonstrable understanding of the voluntary sector, including experience volunteering or working with small not for profit community action groups or charities
  • Demonstrable interest in international issues and the work of Hub Cymru Africa
  • Demonstrable administration skills, including handling external enquiries, managing internal information systems and general office management
  • Experience of financial administration and book keeping
  • Ability to work cooperatively and productively with team members, openly exchanging information and supporting colleagues
  • Creative and critical thinking skills to solve problems, take advantage of opportunities and contribute overall to partnership development
  • Ability to work flexibly and take a learning approach to continually improve project delivery
  • Excellent written and spoken communication skills
  • Good IT skills, especially with Microsoft Office software

Desirable

  • Knowledge and understanding of development initiatives in Africa in particular
  • Experience of working or volunteering on international development related projects, including overseas experience in low income countries
  • Experience of volunteer management
  • Experience in organising and delivering events
  • Written and spoken communication skills in Welsh are highly desirable
  • Applications from the Africa Diaspora community are particularly welcome

Application process

  • Hub Cymru Africa is hosted by the Welsh Centre for International Affairs and all contracts are awarded by the WCIA. All applicants must complete a WCIA application form, available at
  • Please submit your application by e-mail to . If you do not have access to email, you can send a paper application to the address given on the application form.
  • The deadline for receipt of applications is Wednesday 2nd May at midday. Initial interviews will take place on the 9th and 10th May at the Temple of Peace, Cardiff. Please note that the panel may wish to arrange a second round of interviews with selected candidates before making their final decision.
  • We will send an e-mail acknowledgement to all applicants. If you do not receive an acknowledgement before 17.00 on Friday 4th May, please contact us. We cannot be held responsible for applications that do not reach us or that arrive after the deadline.
  • If we wish to invite you for an interview, we will contact you directly. No references will be taken up until a provisional offer of employment has been made.
  • Unsuccessful applicants will be informed by email.