Operations & Finance Assistant, The Gambia

Focus of the Role

The Tony Blair Institute (TBI) has been supporting the Government of The Gambia through the President’s Office since 2017.

The Operations and Finance Assistant is responsible for providing support to TBI’s activities in The Gambia with a focus on operations, finance and security.

The Operations and Finance Assistant reports directly to the Country Head with support from the Africa Security and Operations Lead.

This is a fixed term role of 12 months.

Key Responsibilities

The Operations and Finance Assistant is either directly responsible for implementing the tasks below or overseeing service providers / staff that perform these functions.

Finance

• Maintain The Gambia’s monthly finance tracker and petty cash
• Manage financial activities in compliance with TBI policy and procedures
• Supports the CH and team in financial management including preparing requests for advance of funds and/or direct payments; monitoring budget expenditures and maintaining a proper record of budgets and spending

Logistics, Stores Management and Procurement

• Maintain in-country capital equipment and asset log
• Understand and help ensure compliance with relevant laws and regulations regarding local and international procurement and import / export procedures
• Maintain good relationships with a local network of suppliers
• Document local procurement procedures where appropriate. Ensure compliance with TBI policies and procedures when purchasing goods or services locally
• Ensure that all safety and security equipment including medical and firefighting equipment is effectively distributed and maintained to the appropriate standards and is serviced according to the recommended maintenance schedule
• Liaise with TBI Institute Resources teams in London to coordinate tasks such as the shipment of IT equipment, due diligence checks and the review and approval of contracts
• Responsible for the secure storage of TBI assets and equipment in office locations including IT infrastructure. Where appropriate implementing store keeping procedures

Fleet Management

• Conduct regularly checks to ensure vehicles and generators used by TBI are fit for purpose and meet national standards.
• Where fleet is outsourced, ensure that vehicles are maintained to the agreed contractual requirement and fit for purpose
• Conduct monthly checks of all TBI vehicles ensuring that safety features and equipment are functional and serviced in accordance with recommended servicing schedules
• Tracking of fuel usage and fuel accounts

Travel Management

• Coordinate in-country moves outside of core locations
• Support visa applications and arrival procedures of international staff and visitors to the programme
• Ensure that all international staff and visitors have a working means of communication within 24 hours of arrival in country.
• Support VIP visits and coordinate with Senior Leadership, Travel Team and Institute Resources to manage on the ground requirements

Contract Management

• Management of supplier contracts, such as office space, fleet management services and drivers, utilities and houses.
• Ensure all suppliers have undergone due diligence checks, via the London Legal and Compliance team
• Act as the main contact for key suppliers and service providers to the project team

Safety, Security and Access

• With support from the Global Operations and Security team, develop country level security Standard Operating Procedures (SOPs) that are contextually appropriate to the risk to TBI staff and activities in country
• Maintain an active network with other agencies as well as key interlocutors to ensure that TBI understands the security context. Notify the Country Head and Security and Ops Team when the political or security situation may impact TBI’s staff or activities
• Ensure that any violation of safety and security rules as well as security incidents are reported to the Country Head and Global Operations and Security team
• Work with the Country Head to enable safe access for TBI staff to new areas and identify key stakeholders and interlocutors relevant to the area of operation
• Ensure that all TBI locations are compliant with fire regulations and equipped with firefighting equipment where necessary
• In locations where physical security measures are installed, ensure that systems are maintained in accordance with the recommended service schedule and faults and issues are fixed in a timely manner
• Act as the point of contact in-country to carry out security tasks as directed by the Security and Operations team
• Ensure that satellite phones are serviceable and tested on a monthly basis

Office and Accommodation Management

• Office and accommodation maintenance: liaise with landlord/managing agents for TBI rented properties to resolve maintenance, security or healthy & safety (H&S) issues that may arise.
• Carry out H&S assessments on all new potential office and accommodation locations that TBI may procure.

• Ensure conferencing capability for staff is maintained in office spaces in collaboration with the IT Team. Maintain control of office stationery and other office consumables

It is also expected that they will cover any other duties as required where capacity and availability permits. These duties will be communicated in advance and agreed with the Country Head where possible.

Person Specification

We are looking for individuals with a proven track record of effective administrative and financial support as this post is split 50/50 across these areas.

Above all, we are looking for individuals with high levels of enthusiasm, resilience, adaptability and a can-do attitude.

Candidates should be able to demonstrate the majority of the following:

• Experience in financial management/support
• Relevant experience delivering administrative support in an efficient manner
• International exposure a plus
• An ability to think critically and elevate risks to the Country Head effectively
• A creative and entreprenurial approach to resolving problems
• An ability to work in an organised and methodical manner
• Strong sense of ethics and discretion required
• Fluency in English is required

About The Institute

The Tony Blair Institute (TBI) is a mission-driven not for profit organisation. We exist to equip political leaders and governments to build open, inclusive and prosperous societies. We work hard, every day, to make a difference. When governments work well they are able to create economic and social change in a way that promotes fairness, social justice and opportunity. We work relentlessly to support leader and governments with the challenges they face. Giving them practical solutions and actionable insights, that once implemented, can be transformative for their people  

We do this within two connected divisions: 

 Government Advisory 

Our Government Advisory teams work directly with political leaders and governments around the world to implement reforms that improve the lives of their citizens. It works with a variety of partners and its outputs cover a range of disciplines and projects across countries in Africa, the Middle East, Eastern Europe and South Asia.

 Policy Futures 

Our Policy Futures work encompasses three broad areas: 

• Renewing the Centre: developing a bold and innovative domestic policy programme to help renew the centre ground of British politics; 
• Tech and Public Policy: exploring the policy challenges and opportunities presented by the technological revolution; and 
• Extremism Policy Unit: creating solutions designed to tackle the threat of extremist ideologies in the UK and around the world. 

As an organisation, the core beliefs we all embrace are: 

• Open and Progressive: you’ll believe in the value of teamwork 
• Bold and Pragmatic: you’ll approach everything you do with integrity and authenticity 
• Optimistic Changemaker: you’ll be focused on results 

TBI believes embracing diversity and inclusion make us a better place to work.  It’s our goal to reflect everyone in society and we actively welcome applications from individuals and groups who are under-represented in the workplace. We celebrate difference be it ethnicity, religion, age, gender or gender identity, sexual orientation or disability. We will only ever assess you on your abilities and fit for a role. We’re happy to discuss any adjustments you need to ensure a level playing field during recruitment and, if you\'re successful, discuss any adjustments you might need to thrive in your role.