Role / Position – Administration Coordinator (AC)
Reports to – Executive Director (ED)
Location – London Office
About the Responsible Jewellery Council (RJC)
The Responsible Jewellery Council (RJC) is an international not-for-profit organisation, established in
2005.
Vision:
Our vision is a responsible world-wide supply chain that promotes trust in the global fine
jewellery and watch industry.
Mission:
We strive to be the recognised standards and certification organisation for supply chain integrity
and sustainability in the global fine jewellery and watch industry.
Values
These values guide our decisions and actions:
 We are respectful and fair.
 We practice honesty, integrity and accountability.
 We engage in open collaboration.
RJC is a membership based organisation. Commercial membership is open to businesses operating at
any stage of the fine jewellery supply chain from mine to retail, including service industries (e.g.
grading laboratories and secure transport), and seeking certification against RJC standards. We also
welcome Association members such as trade associations of jewellery retailers or manufacturers, and
Supporters such as financial institutions who actively work with industry. Trade association members
and Supporters do not require certification.
Our core work covers the following key elements:
1. Development of voluntary certification standards for building responsible and sustainable
supply chains for diamond, gold and platinum group metals jewellery.
2. Recruiting members – commercial, trade associations, and supporters
3. Supporting members in cost-effective application of the standards / best practices; including
a. providing guidance through the certification process, and
b. improving and harmonising systems and processes to minimise duplication of auditing
and certification efforts / costs based on members’ feedback / experience
4. Certifying members based on independent auditor reports
5. Monitoring and evaluating the impact created through application of our standards
6. Being an influential voice in various international fora that focus on ethical and sustainability
issues in the jewellery industry, and
7. Working closely with other related organisations in support of RJC’s objectives
The RJC is led by the Executive Director (ED) under the direction of an elected Board, with a number of
Committees overseeing the various work programmes of the Council. The current organisation
www.responsiblejewellery.com
The Responsible Jewellery Council is the trading name of the Council for Responsible Jewellery Practices Ltd.
The Council for Responsible Jewellery Practices Ltd, First Floor, Dudley House, 9 Whitehall, First Floor Front, London, SW1A 2DD
The Council for Responsible Jewellery Practices Ltd is registered in England and Wales with company number 05449042.
comprises an eight member team based at the registered office in London, a Chief Operations
Manager (COO) based in Canada and a Country Head, India working from Surat.
In 2012, RJC became a Full Member of the ISEAL Alliance, joining a network of organisations that work
together to improve the operation of voluntary standards and certification related to ethics and
sustainability. In doing so, RJC is committed to complying with the ISEAL Codes of Good Practice,
including for standards-setting, assurance and monitoring and evaluation of impact.
Please see www.responsiblejewellery.com for more information.
Scope for this role
RJC draws its membership from a diverse base of the jewellery supply chain, mine to retail. RJC
engages with key stakeholders such as NGOs, governments etc. Good and effective governance is
therefore critical to generating confidence in RJC’s work. Elections for various committees and the
Board, orchestrating their meetings including the Annual General meeting and ensuring meeting
minutes are shared transparently and in a timely way are all important activities that this role
coordinates.
The organization consists of a small, very inter-dependent team. It is critical to demonstrate a
responsible and flexible attitude and collaborative approach to manage the administrative needs of
the London, Toronto and Surat offices.
This role focuses on the administration of the RJC office(s), including its governance, finance, HR and
IT.
Key Tasks / Responsibilities
1. Governance
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Organise the outreach, logistics and outcomes of the Annual General Meeting
Ensure compliance with all governance-related timetables and advise senior management
of all relevant elections, committee compositions and other related matters and ensure
they are briefed to recommend action.
Support to senior management to schedule and coordinate Board, Ex-Co teleconferences
and face-to-face meetings and with the development and distribution of meeting
materials.
Ensure all RJC governance information is lodged with the appropriate bodies to meet
regulatory requirements.
2. Finance
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Support the ED with the input of the COO, in the evaluation, drafting and finalisation of the
annual budget in advance of RJC ExCo’s review in the Q4.
Work with the RJC accountant to draft the RJC’s monthly accounts for review by the ED
and COO before circulating to the Honorary Treasurer.
Work with the external RJC accountant to ready the RJC for its annual audit.
Act as the primary liaison with the RJC’s banking institution and ensures the bank mandate
is up to date for signing authority purposes.
www.responsiblejewellery.com
The Responsible Jewellery Council is the trading name of the Council for Responsible Jewellery Practices Ltd.
The Council for Responsible Jewellery Practices Ltd, First Floor, Dudley House, 9 Whitehall, First Floor Front, London, SW1A 2DD
The Council for Responsible Jewellery Practices Ltd is registered in England and Wales with company number 05449042.
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Ensure the RJC’s petty cash is balanced each month and is signed off by the RJC accountant
during his visits to the office.
Works with Manager – Member Relations, to ensure invoicing and collections for
members, auditors, supporters, sponsors and donors is undertaken with accuracy and
dispatch.
3. Office Administration
a. Human Resources
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Ensure all HR documentation including contracts, position descriptions, payroll issues,
leave entitlement and all other related matters are accurately inputted, up to date and
lodged in the BOX file sharing system, as well as Gmail calendar. These must be ready for
review by the ED at all times.
Ensure the RJC’s employee handbook is regularly updated for reference by the team.
Ensure all policies and procedures are current and RJC staff are aware of any changes.
b.
IT
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Act as the primary contact for all IT and related issues that affects the core work and
performance of the team in its service to members.
Ensure these issues are raised with management and the appropriate service provider for
speedy / timely resolution.
Monitor the performance of the IT equipment in each RJC office and log issues at the twice
monthly team meeting for full discussion.
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c.
Health and Safety
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Ensure that all RJC employees in London and external offices are aware of, and comply
with, applicable health and safety issues.
Be the fire warden for the London office.
d.
Legal compliance
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Work with and support the ED to ensure RJC’s legal compliance issues are updated and
properly lodged. This will occasionally involve liaison with the Chair, Legal Committee.
e.
Premises / Office Facilities
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Be the prime contract for all matters relating to the ongoing maintenance of its current
office premises, including all hard ware, office equipment and kitchen
Maintain working relationship with contractors including cleaners and building
management
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4. General
www.responsiblejewellery.com
The Responsible Jewellery Council is the trading name of the Council for Responsible Jewellery Practices Ltd.
The Council for Responsible Jewellery Practices Ltd, First Floor, Dudley House, 9 Whitehall, First Floor Front, London, SW1A 2DD
The Council for Responsible Jewellery Practices Ltd is registered in England and Wales with company number 05449042.
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Support the ED in diary management and booking travel
Monitor and maintain office supplies inventory
Serve as an active member of the RJC team by contributing to team meetings and planning
sessions.
Develop the agenda and minute the twice monthly team meetings. Schedule team
teleconferences preparation the relevant content by liaising with each team member to
populate agendas.
Work in accordance with all RJC policies and procedures.
Observe all occupational health and safety, security and equal employment policies
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Knowledge, Skills & Experience Required
 initiatives to contribute to a safe, healthy and ethical workplace
Essential - The successful candidate must find satisfaction and comfort in a combined role of
administration and bookkeeping as the two prime workstreams.
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Demonstrated office administration skills
Strong financial administration and bookkeeping skills
Demonstrated Governance experience including accurate minuting and distributing
board minutes
Demonstrated computer literacy with Microsoft Office suite, including Word, Excel &
Outlook and virtual meeting tools (e.g. Skype, gotomeeting)
Experience working in a multicultural environment, including liaising with people
where English is not their first language
Managing multiple priorities of the team in an organized, calm and efficient manner
Accurate with excellent attention to detail
Must be a team player and able to support diverse workstreams and timelines.
Demonstrated self starting skills that anticipate the needs of the team.
Excellent written and verbal English communication skills
Experience of working in a small team
Legally entitled to work in the United Kingdom
Desirable
 Experience working in one or more of the following: voluntary standards, certification or
auditing organisation; diamond, gold or platinum group metals jewellery supply chain, or
similar; membership-based organisation
www.responsiblejewellery.com
The Responsible Jewellery Council is the trading name of the Council for Responsible Jewellery Practices Ltd.
The Council for Responsible Jewellery Practices Ltd, First Floor, Dudley House, 9 Whitehall, First Floor Front, London, SW1A 2DD
The Council for Responsible Jewellery Practices Ltd is registered in England and Wales with company number 05449042.