Project Support Officer (35-2019)

Hours per week: Part Time, 21.000 hours per week

Contract Type: Permanent

Grade: Grade 4

Salary: £21930 to £25217  per annum

Closing Date: 23.59 hours GMT on Monday 11 November 2019

Interview Date: 21/11/2019

Who We Are

The Institute of Development Studies (IDS) is a global leading institution for research, teaching and learning, and impact and communications, based at the University of Sussex.  We are ranked first in the world for development studies by the QS University Rankings, together with the University of Sussex. We are also ranked best international development policy think tank.

Our Vision

Our vision is of equal and sustainable societies, locally and globally, where people everywhere can live their lives free from poverty and injustice. We contribute to this by transforming the knowledge, action and leadership needed through our world-class research, learning and teaching.

Our Values

We aim to ensure that our core values based on respect, resourcefulness, excellence and inclusivity are reflected in the environment we work in. 

Our Commitments 

•           Upholding climate and environmental justice 

•           Reducing extreme inequities 

•           Fostering healthy and fulfilling lives 

•           Nurturing inclusive, democratic and accountable societies 

Our Priorities

•           Collaborate across sciences, sectors and communities to do research that brings about progressive change

•           Build future leadership for development

•           Champion the use of evidence for social and environmental justice

•           Work with partners to expand international research and mutual learning networks for development

•           Create a sustainable, resilient and equitable institution.

For more information go to: www.ids.ac.uk

Job Description

The Sanitation Learning Hub (previously the CLTS Knowledge Hub) at IDS aims to support the sanitation and hygiene (S&H) sector in tackling the complex challenges it faces in delivering universal safely managed sanitation by 2030 ensuring the human right to S&H for all. 

The Sanitation Learning Hub

This new role forms part of the evolution and expansion of the Sanitation Learning Hub (SLH) (previously the CLTS Knowledge Hub). The overarching aim of the SLH is firstly to support the sanitation and hygiene (S&H) sector in tackling the complex challenges it faces in delivering universal safely managed sanitation by 2030 ensuring the human right to S&H for all.

The SLH does this by identifying, developing and disseminating promising ways forward that lead to equitable and sustainable outcomes. Central to the work of the SLH is adaptive learning and action research; using, testing, evolving and spreading approaches and methods which generate timely, relevant and actionable insights to keep policy-makers and practitioners equipped with ways to keep in touch and up-to-date with grounded realities.

Our activities are designed to support the co-creation of learning and innovation for stronger policy and improved practice. We undertake a mix of face-to-face, hands on activities (e.g. workshops, immersions and networking); writing of practical guidance and toolkits and evidence based, concise publications (e.g. Frontiers of CLTS and Learning Briefs); and online activities and formats (e.g. website, webinars, e-newsletter, audio-visual). These activities cut across different thematic concerns such as sustainability, equity and inclusion, menstrual hygiene management, disability, handwashing, support for the poorest and most marginalised.

The programme’s main components include:

• The innovation, testing and spread of rapid action learning approaches
• Action-orientated research, publications and tools which distil learning from field level realities and are targeted at policy-makers and practitioners
• Communication, dissemination of learning, and networking.

Learning, monitoring, feedback and reflection on results is essential to the development and adaptation of all our approaches and methods.

The SLH is funded until September 2022, however ongoing fundraising is required. 

This role will report to the Engagment Hub (Portfolio) Manager, and the Programme and Communications Manager, in a matrix management arrangement. 

Project Administration

Please note the part time hours can be between 21-28 hours per week, depending on the needs of the successful applicant.

General project support duties including assisting with project planning at all levels ,  providing administrative support for managers and project teams, communicating with stakeholders, collating, light formatting and proofreading, preparing documents and reports, filing. 

• Coordinating day-to-day operational aspects of the project(s).
• Work closely with relevant stake holders to ensure effective and efficient implementation of the project(s).
• Coordinating and monitoring budgets to ensure that the project is delivered within budget.

Proposal Development. 

Supporting the development of project proposals.  This will involve supporting the Development Office, Hub Managers and technical lead in:

• Collecting partner support letters
• Working with Finance to populate budgets
• bid formatting
• collating of IDS institutional  information 
• CV formatting and any other task as required in support of the proposal submission process.

Events Management.  

• Supporting the administration of specific events, such as workshops, seminars, or short courses.  Events will range in size and complexity. Other tasks could include:
• Budget tracking 
• Support for travel arrangements, hotel bookings, visa processing
• Providing daily on-site support during events

System, policy and procedure management & development. 

This will involve:

• Ensuring systems, policies and procedures are adhered to, by themselves and others, within the projects they administer.
• Implementing existing systems, policies and procedures.

Information Management.  This will involve:

• Coordinating the collection of information in an efficient and standardised way (wherever possible).  Ensuring project documents are complete, current and appropriately stored.

Project Specific Tasks to include:

• Under the guidance of the Project Manager, ensuring IDS and SLH team systems, policies and procedures are adhered to, by themselves and other team members.
• Implementing existing systems, policies and procedures.
• MEL activities e.g. maintaining and updating our ongoing tracking databases and understanding the overall reporting and MEL requirements. Monitoring and collating of website downloads, page views and overall statistics. 
• Scheduling internal and some external meetings, ensuring relevant stakeholders are able to attend. 
• Ensuring SLH publications are uploaded to OpenDocs. 
• Co-ordinating printing and dissemination of SLH publications. 
• Copyediting and proofreading as required. 

Communications support activities 

• Edit and upload news items, publications and other content to the SLH and IDS websites
• Supporting the Communications and Networking Officer in implementing comms promotional activities for all SLH publications. 
• Work with Communications and Networking Officer and Project Manager to analyse website statistics and implement any necessary changes. 
• Supporting the database (newsletter list) clean
• Researching new target audience to build up the database
  • Build Linked In contacts 
  • Build Twitter contacts
  • Build Facebook lists contacts
• Schedule and send SM message
• Find images/build and maintain our collection
• Look after CLTS inbox – forward queries on to relevant team member
• Support hard copy mail outs and help develop mailing lists for these
• Research crosscutting online forums where we can promote our resources e.g. gender forums we could post the men and boys Frontiers 

Other tasks commensurate with the level of the post .

Person Specification

Skills and experience

Selection Criteria Description	Essential [E] or Desirable [D]	Assessed by *
Qualifications
GCSE’s or equivalent	E	A/I
Knowledge
Understanding of financial spreadsheets in Excel Understanding of work prioritisation within a dynamic environment Is flexible and open to exposure to new skills and challenges	E	A/I
Skills
A good working knowledge of Microsoft applications (Word, Access, Excel, PowerPoint and Outlook), including a good understanding and practical experience of using databases, spreadsheets and the Internet Good written and verbal communication skills Ability to use internet to research for materials Numeracy	E	A/I
Experience
Professional experience of all stages of administration, including organising meetings, conferences and seminars Setting and monitoring project budgets Experience in coordinating and booking International travel arrangements where cost, efficiency and safety should be considered	E	A/I
Attributes
A tactful, assertive and articulate voice in meetings and other situations Ability to work to deadlines by setting priorities and managing work loads The ability to work autonomously with a high degree of motivation and initiative Able to operate as part of a team Enthusiasm, creativity and willingness to work flexible hours on occasion Ability to interact effectively with a wide range of people	E	A/I
Qualifications
Graduate degree	D	A/I
Skills
Web editing skills Copy-editing	D	A/I

*A - Application I - Interview

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. 
• 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 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 non-negotiable 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 http://www.visitbrighton.com/

How to apply

Please apply using the online application form.