Post:
GLOBAL PANEL SECRETARIAT COORDINATOR
Grade:
PSP 5
Department:
London International Development Centre
Job summary:
The Global Panel Secretariat Coordinator will contribute to the effective management of this 3-year, £1
million project, including day-to-day responsibility for its financial administration.
The major tasks and responsibilities of the post are in the areas of relationship management, finance,
administration, logistics and information management. The post holder will report to the LIDC manager and
support the Secretariat team, in addition to providing support to the high-level Global Panel of 12
international experts. Some travel will be required when supporting overseas meetings. The ideal candidate
will have experience in running a small but broadly-linked office and organising high level meetings and
events within an international and academic environment. This post will require excellent communication
and organisational skills, as it will involve working with a diverse group of senior stakeholders in a highly
international environment.
Relationship management

To build strong relationships with members of the Secretariat team and Global Panel members and
their assistants, LIDC staff and other staff in key departments (Finance, Grants, HR, IT, Payroll).
Financial administration

To process all project expenditure, maintain a system for tracking expenditure, and ensure that
activities are legitimate and expenditure is in line with budget.

To ensure that all financial procedures are in accordance with LSHTM regulations, liaising with the
Finance office as appropriate.

To prepare and manage budgets for specific events and activities within the overall project scope.

To carry out the financial management of the project as required, including budgeting, financial
reporting, assisting and monitoring sub-grantees with their budgeting and financial management
processes.
Administration and secretarial support

To provide high quality administrative and secretarial support to the Secretariat team and Global
Panel members, including scheduling meetings, preparing documentation and writing minutes.

To serve as the principal contact point for communication between Global Panel members and the
Secretariat.

To support the Researcher and Communications Officer in developing reports to be considered by the
Global Panel, and the public dissemination of Global Panel findings and recommendations.

To offer general administrative support to members of the Secretariat team as required.
Travel, logistics and operational procedures

To manage travel arrangements, including flights, accommodation, visas, cash advances and
insurance, for London-based project staff travelling overseas, and for overseas Global Panel and
visitors travelling to the UK/ other countries.

To organise and attend meetings and workshops in the UK and overseas for Global Penal members,
funders and grantees, ensuring that all arrangements are made in good time and delivered to a high
standard.

To follow existing and develop new operational procedures as required, and ensure that procedures
are followed by all members of the team, e.g. travel insurance, expense claims, calendar entries.
Information management

To manage a web-based fileshare space used to store project documents and reports as well as the
Global Panel meetings calendar, providing support and training to Global Panel members in how to
use it effectively.

To maintain a database of project staff that includes job descriptions, CVs, duration of contracts,
teaching commitments and records of travel, holiday and sickness absence.
Other

To willingly undertake other activities that may arise in service of effectively delivering the Global
Panel’s outputs.
PERSON SPECIFICATION
Essential
 A first degree or equivalent experience.

Strong relationship management skills and ability to get on as part of a team and with a diverse
range of colleagues and stakeholders.

Willing and able to travel overseas to organise and support Panel meetings.

Substantial experience of and competence in financial administration.

Strong administration and organisational skills, ideally within a complex project environment, with
excellent attention to detail.

Experience of organising meetings and events to a high standard and with professionalism.

Advanced working knowledge of the MS Office Suite, Management Information Systems and
software relevant to grant management.

Fluent, accurate written English and strong oral communications skills

Demonstrable adaptability and enthusiasm to take on new tasks.

Creativity to find new and better ways of doing things in service of continuous improvement.
Desirable
 A postgraduate degree or equivalent experience in an agriculture, health or development area

Proven experience of administration in an academic or non-governmental organization.

Proven experience of grant management and reporting to funders

Experience of providing administrative support to multi-partner programmes.