Team Administrator

Team Administrator - Programme Operations Team

Contract: Fixed Term, Full Time, 35 hours per week

Salary: £27,679 - £29,063 per year with excellent benefits

Location: London, UK

Hybrid Working: A minimum of 40% of working time is spent face to face, either in London office, or as a result of external engagement or travel for WaterAid. WaterAid is located at Canary Wharf, London and this will be your location and contract base.  

About WaterAid

Want to use your skills in Administration and Stakeholders management to play a vital role in making clean water, decent toilets and good hygiene normal for everyone everywhere?

We need passionate, creative and dedicated people. In return, you will be encouraged and empowered to be yourself at your very best. Together, we will make a bigger difference.

Join WaterAid as a Team administrator to change normal for millions of people so they can unlock their potential, break free from poverty and change their lives for good.

About the Team

The Programme Operations Team enables the effective management of the International Programmes Directorate (IPD) through the provision of robust high quality programme management policies, processes, tools, management information and systems so that programme staff are empowered to undertake effective planning and delivery of programmes and projects as well as ensuring high quality reporting of programme performance to the wider organisation. 

About the Role

In this role you will support the senior management team in the Programme Operations Team by organising diaries, meetings and travel.  The role also plays a key administrative function across the team by tracking budgets, supporting managers in recruitment and onboarding and ensuring team internal and external communications materials are up-to-date. 

You’ll also: 

• Support senior management by managing diaries, meetings, and travel arrangements.
• Track budgets, assist with recruitment, onboarding, and update team communication materials.
• Provide admin support for the Programme Operations Director (travel, expenses, diary management).
• Arrange team meetings, prepare documents, and manage team assets (e.g., laptops, tablets).
• Ensure efficient admin processes for travel, invoices, budgets, and contracts.
• Arrange visas, flights, and accommodation for business travel.
• Maintain secure, updated team records (e.g., organigrams, JDs) and manage the team SharePoint.
• Handle financial administration, including processing expenses and invoices.
• Assist with training events, hosting visitors, and other ad-hoc tasks as requested.
• Uphold WaterAid’s values and ensure Health & Safety and Safeguarding compliance.

To be successful, you’ll need: 

• Proven experience in an office environment using similar skills.
• Proficient in Microsoft Office and adaptable to other systems (e.g., desktop publishing, video editing).
• Strong verbal and written communication skills.
• Excellent administrative skills, including diary management and minute-taking.
• Attention to detail with strong numeracy skills.
• Ability to support individuals and organizations at all levels.
• Methodical and able to manage multiple tasks independently to a high standard.
• Enthusiastic, proactive, and collaborative team player with networking abilities.
• Educated to A-level standard or equivalent experience.

Desirable Skills:

• Experience providing executive admin support to senior managers.
• Experience working or living in an international, cross-cultural environment.
• Interest or experience in the charity sector or international development.

View the full job description here

Closing date: Applications will close at 23:59 on 17th February 2025. Availability for an interview is required the week commencing 25th March 2025.

How to Apply: Click ‘Apply’ to complete the pre-screening questions and upload your CV. 

Can I use Artificial Intelligence (AI) technology in my application? At WaterAid, we strongly advise against using AI technology at any stage of the recruitment process. Our goal is to ensure a fair and transparent process that provides every applicant with an equal opportunity to succeed. We value hearing about your unique experiences and perspectives in your application, and, if shortlisted, during the interview as well.

Pre-employment screening: In order to apply for this post, you must be able to demonstrate your eligibility to work in the UK. All our vacancies require a basic Disclosure and Barring Service (DBS) check to comply with our Safer Recruitment policy.

Our Benefits:

• 36 days' holiday (including 8 Bank Holidays)
• Option to buy an extra 5 days annual leave
• We offer a generous pension plan with employer contribution of up to 10%
• Wide range of flexible and agile-working arrangement
• Season Ticket Loan
• Free annual eye tests
• Pay as You Give charitable giving scheme
• Enhanced Maternity and Adoption/Surrogacy pay, Shared Parental Leave and Paternity Leave
• Sabbaticals
• Volunteer Day

Our Commitment:

Our People Promise:

We will work with passion and focus to ensure safe and sustainable water, toilets and hygiene are available to everyone, everywhere. WaterAid is a place of purpose – where people have a real commitment and shared responsibility for the impact we have.  We are a global community with diverse backgrounds and perspectives, motivated by inspiring, stimulating work. We are determined to put the wellbeing of our people first, to be a place where people feel safe and able to contribute their voice and truly live our values.    

Equal opportunities:

We are an equal opportunity, disability-confident employer and are dedicated to achieving the highest standards of diversity, equity and inclusion. We welcome applications from people of all backgrounds, beliefs, customs, traditions and ways of life. This includes, but is not limited to, race, gender, disability, age, sexual orientation, religion, national or social origin, health status, and economic or social situation.

Safeguarding:

We are also committed to protecting everyone we come into contact with. We have a zero-tolerance approach to abuse of power, privilege or trust across our global work, and any form of inappropriate behaviour, discrimination, abuse, bullying, harassment, or exploitation. Safeguarding the people and communities we work with, our staff, volunteers and anyone working on our behalf is our top priority, and we take our responsibilities extremely seriously.