Job Title: Finance Officer

Location: Lviv

Contract: Fixed term labor contract, for 12 months with possibility of extension.

Reports to: Finance Manager

HelpAge – delivering real impact for older people

HelpAge International works with partners and a diverse global network of more than 150 organizations across 85 countries, supporting millions of older people to l safe, dignified and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age. Our work is driven by our desire to deliver real impact for older people, to be inclusive, to work in partnership and to learn from our shared experience.

HelpAge International (HAI) has been present in Ukraine since 2014 with a total workforce of +250 people including staff and volunteers/contractors. As one of the few INGOs with an operational presence in Ukraine, we were able to respond quickly to the current Ukraine crisis with initial life-saving activities in the Donetsk and Luhansk Regions and are scaling up assistance in the Central and Western Regions of Ukraine. Our response plan includes cash assistance, food distributions, NFI distribution/ health and dignity kits, WASH, Protection and Mental Health and Psychosocial First Aid.

We are seeking passionate, talented candidates for several roles to further strengthen our country team.

Job Purpose

The Finance Officer will work under the supervision of the Finance Coordinator and will be responsible for the financial recording, payments processing and filing of documentation, ensuring compliance with HAI policies and donor/government regulations.

Key areas for impact/influence and responsibilities

Accounting

• Prepares and verifies the monthly cashbooks for submission to the Finance Coordinator.
• Ensures that all transactions are properly and regularly recorded, checking descriptions, analytical and accounting codes.
• Reviews and ensures the accuracy and completeness of the transaction’s supporting documentation (FPR, payment request, invoices, etc.).
• Sets up and maintains a systematic and complete hard and soft copy filing system for financial and administrative documents.
• Sends regularly the original supporting documentation of transactions to Kiev by courier.

Treasury Management

• Ensure timely and accurate processing of vendor invoices.
• Assist with payments processing to suppliers and contractors, validating requests up to 400,000 UAH.
• Manages bank transfers for the field office, ensuring proper authorization and timely processing.
• Ensures the appropriate liquidation and payment of business field reports.
• Prepares and submits monthly the fund request.
• Follow up on open advances.
• Supervises physical maintenance and safety of the cash box.
• Manages petty cash, ensuring the replenishment, the monthly reconciliation, and the correct supporting documentation.

Others

• Support during internal and external audits.
• Translates supporting documentation into English.
• Perform other financial and organizational tasks assigned by the Finance Coordinator.

Experience and technical competencies

Essential

• University degree in finance, accounting, or a related field from an accredited academic institution.
• At least two years’ experience in a similar position.
• Proficient user of office software packages and spreadsheets.
• Excellent analytical, planning, and organizational skills.
• Attention to details.
• Cultural sensitivity and team spirit.
• Knowledge of Ukrainian legislation.
• Fluent in Ukrainian and Upper Intermediate level (B2) in English (speaking/reading/writing).

Desirable

• Experience of working with NGOs, INGOs.
• Experience in using accounting software.

What we offer

• Employment contract.
• Salary in accordance with Help Age Ukraine’s Salary scale depending on the experience and qualifications.
• Private medical insurance.
• 24 days of annual paid leave and other benefits according to the Ukrainian Labor code.
• Wellbeing day, the last Friday of each month between April to December is a non-working day.
• Convenient office location near the city center.

Safeguarding

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older people and their communities, and to make an impact that matters.

We value diversity and inclusion as core to our culture, and we strive to engage and inspire everyone to bring their unique qualities to the workplace.

HelpAge International is committed to safeguarding all people who come into contact with our work, including older people, at-risk adults, children, and our staff. Therefore, HelpAge employees are also be responsible for:

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work;
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism;
• Complying with all safeguarding framework policies and practices
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.

How to apply

Interested and qualified candidates are encouraged to review the details of the role and submit their CV and Cover Letter in English to hrua@helpage.org mentioning the position title in the subject.

Attention! This vacancy is open for Ukrainian citizens/residents only. Please be aware that interviews will be scheduled on a rolling basis until the position is filled, and only short-listed candidates will be informed. If you did not hear from us within two weeks after the application closing date it means your application was not successful.

Job Title: Finance OfficerDnipro

Location: Dnipro

Contract: Fixed term labor contract, for 12 months with possibility of extension.

Reports to: Finance Manager

HelpAge – delivering real impact for older people

HelpAge International works with partners and a diverse global network of more than 150 organizations across 85 countries, supporting millions of older people to l safe, dignified and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age. Our work is driven by our desire to deliver real impact for older people, to be inclusive, to work in partnership and to learn from our shared experience.

HelpAge International (HAI) has been present in Ukraine since 2014 with a total workforce of +250 people including staff and volunteers/contractors. As one of the few INGOs with an operational presence in Ukraine, we were able to respond quickly to the current Ukraine crisis with initial life-saving activities in the Donetsk and Luhansk Regions and are scaling up assistance in the Central and Western Regions of Ukraine. Our response plan includes cash assistance, food distributions, NFI distribution/ health and dignity kits, WASH, Protection and Mental Health and Psychosocial First Aid.

We are seeking passionate, talented candidates for several roles to further strengthen our country team.

Job Purpose

The Finance Officer will work under the supervision of the Finance Coordinator and will be responsible for the financial recording, payments processing and filing of documentation, ensuring compliance with HAI policies and donor/government regulations.

Key areas for impact/influence and responsibilities

Accounting

• Prepares and verifies the monthly cashbooks for submission to the Finance Coordinator.
• Ensures that all transactions are properly and regularly recorded, checking descriptions, analytical and accounting codes.
• Reviews and ensures the accuracy and completeness of the transaction’s supporting documentation (FPR, payment request, invoices, etc.).
• Sets up and maintains a systematic and complete hard and soft copy filing system for financial and administrative documents.
• Sends regularly the original supporting documentation of transactions to Kiev by courier.

Treasury Management

• Ensure timely and accurate processing of vendor invoices.
• Assist with payments processing to suppliers and contractors, validating requests up to 400,000 UAH.
• Manages bank transfers for the field office, ensuring proper authorization and timely processing.
• Ensures the appropriate liquidation and payment of business field reports.
• Prepares and submits monthly the fund request.
• Follow up on open advances.
• Supervises physical maintenance and safety of the cash box.
• Manages petty cash, ensuring the replenishment, the monthly reconciliation, and the correct supporting documentation.

Others

• Support during internal and external audits.
• Translates supporting documentation into English.
• Perform other financial and organizational tasks assigned by the Finance Coordinator.

Experience and technical competencies

Essential

• University degree in finance, accounting, or a related field from an accredited academic institution.
• At least two years’ experience in a similar position.
• Proficient user of office software packages and spreadsheets.
• Excellent analytical, planning, and organizational skills.
• Attention to details.
• Cultural sensitivity and team spirit.
• Knowledge of Ukrainian legislation.
• Fluent in Ukrainian and upper intermediate level (B2) in English (speaking/reading/writing).

Desirable

• Experience of working with NGOs, INGOs.
• Experience in using accounting software.

What we offer

• Employment contract.
• Salary in accordance with Help Age Ukraine’s Salary scale depending on the experience and qualifications.
• Private medical insurance.
• 24 days of annual paid leave and other benefits according to the Ukrainian Labor code.
• Wellbeing day, the last Friday of each month between April to December is a non-working day.
• Convenient office location near the city center.

Safeguarding

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older people and their communities, and to make an impact that matters.

We value diversity and inclusion as core to our culture, and we strive to engage and inspire everyone to bring their unique qualities to the workplace.

HelpAge International is committed to safeguarding all people who come into contact with our work, including older people, at-risk adults, children, and our staff. Therefore, HelpAge employees are also be responsible for:

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work;
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism;
• Complying with all safeguarding framework policies and practices
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.

How to apply

Interested and qualified candidates are encouraged to review the details of the role and submit their CV and Cover Letter in English to hrua@helpage.org mentioning the position title in the subject.

Attention! This vacancy is open for Ukrainian citizens/residents only. Please be aware that interviews will be scheduled on a rolling basis until the position is filled, and only short-listed candidates will be informed. If you did not hear from us within two weeks after the application closing date it means your application was not successful.

Location: Jerusalem or Ramallah

Department: Inclusive Humanitarian Action Team

Reports to: Response Manager

Contract Type: Full-time, fixed term contract for 12 months, renewable subject to funding availability

About HelpAge

HelpAge International works with partners and a diverse global network of more than 170 organisations over 90 countries, supporting millions of older people to live safe, dignified, and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age.

About the Portfolio / Department

HelpAge’s global humanitarian work is led and supported by the Humanitarian Portfolio (team) which sits within HelpAge’s global team. The team works remotely, and currently comprises eight geographically focused Humanitarian Programme Managers (HPMs), 1.5 Portfolio Support Officers and seven Advisers: Advocacy, Health, Protection and MHPSS, Humanitarian Inclusion, Cash and Markets, Capacity Strengthening, and Age-Inclusion. The Humanitarian Lead also directly manages HelpAge’s Ukraine Country Director and oversees HelpAge’s largest humanitarian programme in Ukraine. The Humanitarian Portfolio works closely with other global departments: Healthy Aging and Care, Society for All Ages, Income Security, Media and Communications, Operations, Business Development, Finance, Human Resources, and Regional Representatives for Africa, Asia, Europe, Latin America and Caribbean, Middle East and Eurasia.

Key areas for impact/influence and responsibilities

These outline the broad areas of responsibility in the role, but in collaboration with your humanitarian colleagues you will be able to shape and design specific activities that are relevant at any point in time. We want you to work creatively to deliver impact and respond to relevant opportunities.

This role should promote the meaningful participation and involvement of older persons with and without disabilities including Older People Associations (OPAs) to make their voices heard. This role should identify and support opportunities for more meaningful engagement of humanitarian actors with OPAs to ensure their needs are met in humanitarian responses.

As an Age Inclusion Specialist, you will have a coordination and a technical role as outlined below:

Specific Responsibilities:

• Assist the Protection Cluster to develop context relevant activities and to implement these activities in accordance with the jointly defined strategy and workplan.
• Map, coordinate, and actively engage with local organisations specialized in age inclusion.
• Promote the active engagement of interested humanitarian actors to include older people and people with disabilities in the response planning throughout the inter-agency cluster mechanism.
• Create linkages with other clusters and working groups including WASH, Health and CCCM to provide proactive support and guidance to operationalize inclusion.
• Support the protection cluster in the implementation of the ‘Emergency Protection Responder’ approach.
• Participate in relevant coordination and cluster meetings.
• Review programmes of HelpAge partners and provide technical support as needed.

Technical Role

• Monitor and analyse the protection situation of older persons and identify areas for programme and advocacy response.
• Map and assess the inclusion of older people in the assessment and planning of humanitarian action.
• Support and monitor the data collection exercises, assessments, and surveys through promoting the use of age inclusive tools.

Good practices

• Map ongoing activities/good practices and lessons learnt on age inclusion in the oPt humanitarian response.
• Take proactive responsibility by staying informed about development and good practices in age inclusion and mainstreaming.

Training

• Develop a capacity building workplan in line with the priorities of the cluster.
• Design and create relevant training and deliver them across the protection and other clusters and to relevant partners at field level.
• Provide technical inputs to documentation, training modules, tools and other resources produced by the protection cluster and other actors.

Mainstreaming

• Focus on mainstreaming inclusion into humanitarian coordination mechanisms, in addition to advocating for the rights of older persons with and without disabilities.
• Observe the implementation of humanitarian programs to identify gaps and needs related to the inclusion of older persons with and without disabilities.
• Collaborate with other actors engaged in mainstreaming and accountability to affected persons.

Skills and experience required

• Field and programmatic experience in humanitarian work in conflict/peacebuilding environments in a variety of contexts.
• Previous experience working in oPT.
• Strong understanding of intersectional analysis and age and gender transformative actions.
• Strong working knowledge of the humanitarian coordination system and humanitarian architecture and experience working with partners and other international stakeholders (UN, INGOs).
• Protection and inclusion background including experience in inclusion of at-risk groups ideally in humanitarian context- and older people, and persons with disabilities.
• Fluent Arabic, in addition to good written and spoken English.
• Strong interpersonal and representation skills and previous experience of networking with other humanitarian organisations.
• Proven experience in capacity strengthening.
• Ability to work in a fast paced and stressful environment.
• Ability to work legally in oPT.

Key Behavioural Competencies

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older persons and their communities, and to make an impact that matters.

In addition, as an HelpAge employee you are expected to:

Working Collaboratively with Others: Work collaboratively, building mutual trust and respect, with external organizations and partners to achieve our strategic aims and objectives; being accountable for the work we do together.

Adaptability and Flexibility: Adapt to new directions or opportunities arising within the organisation and in our work area; being flexible in our role, constantly using the feedback to learn more and evolve further.

Supporting and Facilitating Change: Lead behavioural and cultural change through embracing a supportive, collaborative and highly inclusive environment where everybody feels supported, respected and engaged.

Extend HelpAge’s Reach and Impact: Extend HelpAge’s reach and impact by creating and identifying new business development opportunities and building relationships with new partners.

Diversity and Inclusion: Lead and promote a culture of including the voices of older people across our support, convening and thought leadership roles, in a way that is transformative, empowering and highly inclusive of those marginalised by gender, economic status, disability and other factors of discrimination.

Leading Others (for managers): Demonstrate strong leadership to own unit/department and manage people in a well and reputable manner. Create an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with. The post holder will also be responsible for:

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work.
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism.
• Complying with all safeguarding framework policies and practices.
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.

SAFER RECRUITMENT

All employments at HelpAge International will be subject to satisfactory references and appropriate screening checks, which can include misconduct disclosure schemes and terrorism finance checks.

How to apply

Qualified and interested applicants are strongly encouraged to submit their Cover Letter and CV only to jobs@helpage.org not later than the deadline:Wednesday, 17 April 2024.

Only shortlisted candidates will be contacted.

HelpAge International works with partners and a diverse global network of more than 170 organisations over 90 countries, supporting millions of older people to live safe, dignified, and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age.

HelpAge International has over the years been working with and for older people in emergencies. This includes the direct provision of humanitarian and recovery assistance and a leading role to promote the integration of ageing issues in policy and practice with the broader humanitarian community. In particular, the organisation has considerable experience in supporting humanitarian operations through the secondment of Age-Inclusion Specialists to field coordination mechanisms.

HelpAge and other research has consistently shown that failure to include older people in humanitarian response leaves them at serious risk of hunger, malnutrition, dehydration, exposure to the elements, illness, and even death. Humanitarian programs frequently use a blanket and centralized approach that does not include older people or respond to their differential needs. At the Humanitarian Coordination level, older people are largely invisible in Humanitarian Needs Overviews and Humanitarian Response Plans, which guide humanitarian response.

There are few efforts to solicit and incorporate older people's views and expertise into the humanitarian program cycle. The lack of Age-Inclusive Specialists within the global humanitarian architecture and at the national level, as well as the lack of local NGOs with sufficient resources and expertise on the rights of older people at the country level, also hinder effective humanitarian protection for older people.

Research Focus: Türkiye

Türkiye is in the process of demographic transformation: the age structure of the population has changed with the decrease in fertility and mortality rates, developments in the field of health, increase in the standard of living, welfare level and life expectancy at birth. As of 2022, older persons (65+) constitute 9.9% of the population as of 2022, and the ratio is predicted to reach 11.0% in 2025, 12.9% in 2030, 16.3% in 2040, 22.6% in 2060 and 25.6% in 2080[1].

Türkiye hosts the largest refugee population in the world from different nationalities. Syrian refugees’ population is the largest in Türkiye with more than 3.2 million in which over 70,000 of them are over the age of 60[2].

Although in different proportions, all around the world older people experience deterioration in their social and economic situation, abuse and neglect, discrimination at work and/or daily life and no or under representation and participation. Displacement and disasters multiply the likelihood and damage of these risks for older persons. Research[3] indicates that older Syrian refugees, although they are physically capable to work, are excluded from the labor market which causes further isolation from the community. This also affects their ability to learn the Turkish language and engage with the community. They may also experience worsening health problems, that bring economic challenges and isolation. Although research on refugee population in Türkiye is available the data is only disaggregated by sex, and not by age. Therefore it is difficult to get a fully accurate picture of how many older refugees there are in the country, the specific barriers they encounter, their needs, and what type of services are available and accessible to them.

Purpose and Target Audience

The primary purpose of this research is to generate evidence that will be used to advocate to help ensure age inclusive humanitarian action in all humanitarian responses. More specifically the research will provide evidence about the tangible impacts of a dedicated Age Inclusion Specialist (AIS) working in the Age and Disability Inclusion Technical Team (ADITT) in Türkiye, over an eighteen-month period.

What is an ADITT?

ADITT, like other technical working groups within the Area Based Coordination mechanism (ABC) in Turkiye, can serve as crucial hubs of information, expertise, and coordination among humanitarian actors in a specific country context. The in-country AIS sitting in the ADITT is equipped to provide age-specific expertise and coordination among all agencies to ensure efficient and effective responses to the specific requirements of older people, particularly those at risk.

The role of Age Inclusion Specialists

The AIS takes a twin-track approach to promote age inclusive practices, provide technical guidance and expertise, and enhance coordination across sectors that are often siloed. The AIS coordinates to advance implementation of the GPC inclusion toolkit, lead local Sex, Age and Disability Disaggregated Data (SADDD) assessments and influence Humanitarian Response Overviews, Humanitarian Needs Assessments, and Area Based Coordination’s (ABC) updates to include robust information on older people. Among their priorities is to advance participation of older people in advocacy and consultation on humanitarian program implementation. HelpAge’s Global Humanitarian Age Inclusion Adviser within the HelpAge Global team provides strategic and technical support and training to the AIS. The AIS in Türkiye is already hired and is currently has an active role with the ADITT.

The research will provide an analysis of the impact of the dedicated Age Inclusion Specialist at different levels of the humanitarian system, highlight successes and activities and approaches to be replicated, as well as indicate where adjustments may be necessary.

The report will be targeted at the humanitarian community, including UN, I/NGOs, donors, civil society and government stakeholders working on the humanitarian response in Türkiye as well as the humanitarian sector worldwide. It will be disseminated online, through a public roundtable or webinar event, and through HelpAge’s networks of INGOs and humanitarian actors at all levels, including InterAction, ICVA, and at conferences and side events.

Main Research Questions

1. What is the overall impact on inclusion of older people in humanitarian action of Age Inclusion Specialist working in country and within the national inter-sector coordination system?
2. For example:

• Are stakeholders (government, INGOs, national and local NGOs, donors) more informed and acting for the benefit of older people?
• Have older people been trained to represent themselves in the ADITT?
• Are ADITT seen as an authoritative and reliable source for technical guidance on inclusion of older people and for coordination among stakeholders to advance inclusion?

1. What contributes to the success of the Age Inclusion Specialist, such as specific activities, behaviours, professional relationships, contexts, etc.?
2. What adjustments are needed to improve the impact of Age Inclusion Specialist?

Scope of Work

It is anticipated that the research plan would include the following elements:

• Identification of success metrics, in collaboration with HelpAge (see preliminary list below)
• A pre-post research method and analysis, including qualitative interviews with key informants (humanitarian actors involved in coordination and response, including relevant government officials, and older people impacted by the crisis). The pre phase would begin immediately after the research has been commissioned and the post phase would be conducted 18-20 months later.
• Development of case studies on the impact of the Age-Inclusion Specialist.
• Desk research including analysis of HelpAge documents.

Preliminary success metrics

• 50 humanitarian actors increase their awareness of the rights of older people and mainstream older people in their humanitarian response programming. This will be measured through a pre-post training survey. As a result, their increased awareness of aging issues will enable them to adapt their programming to include older people.
• 5 older people are trained and invited to represent the voice of older people in the ADITT.
• Country-level plans and processes include details about the rights of older people, such as the unique risks faced by older people, their specific needs and their capacities. As a result, country strategies and funding mechanisms will reflect the need for attention to the area of aging populations. In addition, needs assessments include data, which is disaggregated by sex, age (above 60- ideally in 5-year cohorts but minimally 10 year) and disability. As a result, older people will be made more visible and targeted for specific humanitarian actions.

Interested consultants and service providers are welcome to propose alternative or adjusted methodologies that meet the purpose and scope of the study.

Deliverables

• A written debrief on the baseline findings to provide insights into immediate adjustments that could be implemented.
• A written final report with an Executive Summary and detailed findings and implications and recommendations suitable for online dissemination and presentation at public events.

Time Requirement and Duration

The research is expected to commence in May 2024 and conclude with a final report for dissemination in December 2025.

Required Skills and Experience

Essential

• Primary degree(s) or equivalent professional experience in relevant field(s)
• Experience of working in humanitarian response/emergency contexts and dealing with national and international actors
• Knowledge and understanding of humanitarian policy, structures, systems and current debates.
• Demonstrable in-depth knowledge of ageing and needs of older people
• Strong writing skills in English with a clear, simple writing style
• Demonstrable experience in conducting similar studies
• Strong analytical and summarising skills
• Proven ability to work collaboratively as well as independently and in a way that encourages experimentation and brings new ideas
• Proven ability to generate credible and newsworthy research findings.

Desirable

• Experience of using research in advocacy and campaigns
• Knowledge of the Humanitarian Coordination System in Türkiye
• Working knowledge of Turkish language
• Ability and willingness to travel to Türkiye during the consultancy engagement

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with. Therefore you will also be responsible for:

• Preventing harm and abuse from our people, operations and programmes, to anyone that encounters our work;
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism;
• Complying with all safeguarding framework policies and practices
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.

Diversity & Inclusion

HelpAge International is dedicated to creating a diverse and inclusive environment for all its employees/consultants while extending the culture of inclusion into our work.

We believe that our workforce should reflect the wide diversity of the communities we serve, and that diverse voices should be elevated and intentionally integrated into our work. We embrace difference and diversity of identity, experience, and thought, and actively strive for inclusive behaviors across our sand work regardless of gender, race, disability, age, nationality, ethnic/national origin, sexual orientation, religious beliefs, marital status, pregnancy, social status, and political beliefs.

[1]TIHEK. 2022. Türkiye Yaşlı Hakları Raporu. p. 15

[2]Presidency Of Migretion Management. 2023. Geçici Koruma

[3]KORKMAZ YAYLAGÜL, Nilüfer; ASLAN, Melis. 2020. Yaşlılık, Mültecilik ve Sosyal Dışlanma: Suriyeli Yaşlı Mültecilerin Deneyimleri. Derdipark Cilt 29, Sayı 4

How to apply

Interested consultants are invited to submit an Expression of Interest (EOI) for delivery of the assignment and 1-2 examples of previous work to HelpAge HR Jobs@helpage.org by Friday, 19 April 2024 with the email subject: ToR: Research on the Impact of Age-Inclusion Specialist in Türkiye.

The short EOI (3-4 pages) should include:

1. A cover letter addressing the selection criteria above
2. Proposed budget including any operational cost.
3. CV
4. Contact information for at least 2 professional references

Location: UK. The post holder will be required to work from the London office at least 1 day a week

Department: Chief Executive’s office

Reports To (Line Manager): Senior Executive Support to the Board of Trustees

Salary Grade: UK Grade C

Contract: 12 months. 17.5 hours per week (over 4 or 5 days)

About HelpAge

HelpAge International works with partners and a diverse global network of more than 170 organisations over 90 countries, supporting millions of older people to live safe, dignified, and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age.

About the Job

As Executive Assistant you will –

Provide administrative support to the Chief Executive and work with the Senior Executive Support to the Board in carrying out their duties in supporting the Board of Trustees and the Leadership Group.

Key areas for impact/influence and responsibilities

Board

• Preparing for Board and Committee meetings.
• Prepare packs for Board meetings.
• Arrange flights, visas, hotel bookings and expenses for Board members.

CEO & Leadership Group

• Manage the calendar of the CEO, booking meetings with staff and external stakeholders.
• Manage the inbox of the CEO (pulling out key emails that need reading/replying / overdue).
• Prepare briefing packs for the CEO when going to external meetings and travelling.
• Organise and monitor CEO's monthly expenses.
• Arrange flights, visas, and hotel bookings for the CEO.
• Book meeting rooms or external venues for meetings.
• Work with the Leadership group to schedule meetings and take minutes of meetings.
• Arrange Executive Leadership away days.

General

• To deal with and support other general administrative matters, as agreed
• To take on specific research or projects, as agreed

Skills and experience required

• Significant experience working as an administrative assistant to senior staff.
• Significant experience in organising meetings.
• Experience in organising complex international travel essential.
• Ability to exercise discretion, and strong judgement and to take appropriate actions without supervision.
• Advanced level in Word, Excel, PowerPoint, and Outlook
• Experience in budget management
• Excellent verbal and written communication
• Demonstrated ability to develop and manage effective administrative systems.
• Proven ability to work on own initiative and to prioritise workload.

Key Behavioural Competencies

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older persons and their communities, and to make an impact that matters.

In addition, as an HelpAge employee you are expected to:

Working Collaboratively with Others: Work collaboratively, building mutual trust and respect, with external organisations and partners to achieve our strategic aims and objectives; being accountable for the work we do together.

Adaptability and Flexibility: Adapt to new directions or opportunities arising within the organisation and in our work area; being flexible in our role, constantly using the feedback to learn more and evolve further.

Supporting and Facilitating Change: Lead behavioural and cultural change through embracing a supportive, collaborative and highly inclusive environment where everybody feels supported, respected and engaged.

Extend HelpAge’s Reach and Impact: Extend HelpAge’s reach and impact by creating and identifying new business development opportunities and building relationships with new partners.

Diversity and Inclusion: Lead and promote a culture of including the voices of older people across our support, convening and thought leadership roles, in a way that is transformative, empowering and highly inclusive of those marginalised by gender, economic status, disability and other factors of discrimination.

Leading Others (for managers): Demonstrate strong leadership to own unit/department and manage people in a well and reputable manner. Create an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with. The post holder will also be responsible for:

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work.
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism.
• Complying with all safeguarding framework policies and practices.
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.

How to apply

Interested and Qualified candidates are strongly encouraged to submit copies of their CV and Cover Letter to Jobs@helpage.org not later than the deadline 25 April 2024.

Only shortlisted candidates will be contacted.

Location: Global

Department: Chief Executive Office

Reporting to: Chief Executive/Chair of the Board of Trustees

Salary Grade: UK Grade E or equivalent according to location / type of contract

Contract Type: Open-ended

About HelpAge

HelpAge International works with partners and a diverse global network of more than 170 organisations over 90 countries, supporting millions of older people to live safe, dignified, and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age.

About the Job

The Senior Executive Support to the Board of Trustees plays a critical role in HelpAge International ensuring that the Board and Leadership team have the information and support needed to deliver on their roles, liaising with our Global Ambassadors and that the organisation meets it’s legal requirements as a registered Charity in the UK.

Following a recent Governance review process, the Senior Executive Support will be expected to oversee the actions required to take forward the recommendations.

Key areas for impact/influence and responsibilities

The following responsibilities are indicative of the work undertaken by the Senior Executive Support to the Board, but the ideal candidate will be someone who is flexible and open to new areas of work as needed –

• Support the governance of the organisation by working closely with the Board of Trustees, ensuring that all board meetings are convened, managed, and recorded effectively and the Board has all the information required. Full Board meetings take place twice a year – once virtually and the other face to face held in a country in which HelpAge has a Network Member. The face-to-face meeting for 2024 will take place in India in November.
• Provide direct support to the Chair of Trustees and the Board Sub-Committees as required and ensure all governance legal requirements are met.
• Work with the Chair and Vice Chair of the Board to take forward a review of governance HelpAge and its implementation.
• Support the recruitment of new Trustees and oversee their effective induction to HelpAge.
• Support the governance related engagement with network members at various levels and coordinate the board engagement with network members at the Board meetings.
• Be the main contact person and support CEO and Board engagement with Global Ambassadors ensuring that they continue to be updated and engaged with the work of HelpAge.
• Draft internal and external communications to be sent by the CEO or the Chair of the Board of Trustees as required.
• Provide strategic feedback and advice to the CEO based on meetings attended or correspondence received and sent.
• Support the leadership of the organisation by working closely with the Executive Leadership Group (ELG), convening, managing and recording regular and other group meetings.
• Ensure all legal matters relating to the governance, legal status, compliance with Charity Commission requirements, power of attorney’s etc are implemented effectively.
• Act as the link between the CEO, the board, and the ELG to ensure awareness of plans; ensure relevant information is collated and shared in a timely manner with each stakeholder.
• Manage the Executive Assistant to the Chief Executives office to ensure that s/he has the support required to undertake their role effectively.

Skills and experience required

• Experience of providing company secretarial activities and working closely with a Board of Trustees
• Significant experience of providing executive support to senior management
• Strong interpersonal skills and an ability to work well with staff and trustees from a wide range of countries and cultures.
• Ability to understand and analyse the key dimensions and elements of the HelpAge Strategy
• Excellent written communication skills to be able to draft correspondence for the CEO and Chair of the Board, to take high quality minutes of trustee, Leadership team and other meetings.
• Ability to line manage other staff to provide administrative support to the trustees, CEO and Leadership team.
• Previous experience of working for an international organization or a network organization is highly desirable.
• Familiarity with UK Charity Commission , its guidelines and requirements are desirable.

Key Behavioural Competencies

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older persons and their communities, and to make an impact that matters.

In addition, as an HelpAge employee you are expected to:

Working Collaboratively with Others: Work collaboratively, building mutual trust and respect, with external organisations and partners to achieve our strategic aims and objectives; being accountable for the work we do together.

Adaptability and Flexibility : Adapt to new directions or opportunities arising within the organisation and in our work area; being flexible in our role, constantly using the feedback to learn more and evolve further.

Supporting and Facilitating Change: Lead behavioural and cultural change through embracing a supportive, collaborative and highly inclusive environment where everybody feels supported, respected and engaged.

Extend HelpAge’s Reach and Impact: Extend HelpAge’s reach and impact by creating and identifying new business development opportunities and building relationships with new partners.

Diversity and Inclusion: Lead and promote a culture of including the voices of older people across our support, convening and thought leadership roles, in a way that is transformative, empowering and highly inclusive of those marginalised by gender, economic status, disability and other factors of discrimination.

Leading Others (for managers): Demonstrate strong leadership to own unit/department and manage people in a well and reputable manner. Create an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with. The post holder will also be responsible for:

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work.
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism.
• Complying with all safeguarding framework policies and practices.
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.

SAFER RECRUITMENT

All employments at HelpAge International will be subject to satisfactory references and appropriate screening checks, which can include misconduct disclosure schemes and terrorism finance checks.

How to apply

Interested and Qualified candidates are strongly encouraged to submit their CV and Cover Letter to Jobs@helpage.org not later than the deadline 1st May 2024. Due to the volume of applications, only shortlisted candidates will be contacted.