Operations Support Officer

Report to:                                                            Deputy Director

Location:                                                             London, United Kingdom 

Contract type:                                                    6 Month Fixed Term Contract (22.5 hours/week)

                                                                              (to be reviewed)

Salary:                                                                 28,000 pro rata  

Start date:                                                          As soon as possible.

Deadline for application:                                Applications will be reviewed on a rolling basis


Operations Support Officer  

The Democratic Progress Institute (DPI) is seeking a highly motivated, well organised and proactive individual to join its London-based team as part-time Operations Support Officer on an EU-funded programme.

This is an exciting opportunity to gain professional experience and first-hand insights into the day-to-day running of a dynamic NGO working to promote peace and democratic progress internationally. Working as part of a friendly and dedicated team, the successful candidate will have access to professional networking opportunities and in-house career development guidance.

The DPI Operations Support Officer works closely with the Senior Programme Officer to ensure the smooth running of the programme, through effective office management and liaison with service providers and suppliers, and by ensuring that appropriate internal processes and systems are in place. 

Supporting the Senior Programme Officer in maintaining DPI’s internal HR records, policies and procedures, the Operations Support Officer also assists with the successful implementation of a staff development and well-being scheme and should have demonstrable IT understanding.


Key Responsibilities

Events Logistics

  • Makes logistical arrangements for participants and DPI staff, including flights, visas, travel insurance and accommodation arrangements, in coordination with participants, the Head of the Turkey Programme and with the final budgetary approval of the Deputy Director

Office Management & Internal Processes

  • Oversees maintenance of an inventory for office supplies and services and works with relevant volunteers and staff to schedule pick-ups/deliveries, etc.
  • Coordinates all aspects of office repairs and maintenance, in consultation with Deputy Director
  • Implements and monitors office policies/procedures and best practices
  • Regularly evaluates suppliers and other contracts such as IT support, telephone, electrical and other vendors
  • Maintains DPI’s petty cash system, in close coordination with the Finance Manager
  • Develops and maintains DPI’s contacts management database (Salesforce)
  • Administers the meeting room rental (bookings, catering & coffee breaks) and seeks ways to increase annual uptake and charges
  • Oversees and ensures the implementation of DPI’s recycling policies and procedures
  • Provides in-house IT support, and acts first point of contact with external IT service provider

Human Resources Support

  • Supports line-managers in recruitment of new staff members, if and as required
  • Supports the induction process and office set up of new staff members
  • Supports and maintains the DPI Staff Handbook
  • Manages and tracks the annual leave and Bank Holiday entitlement of all staff, and keeps an accurate record of staff members’ sickness and compassionate leave
  • Coordinates the logistics around staff retreats, social activities and celebrations

Staff & Intern Management

  • Assists the Senior Programme Manager with managing the Operations Intern
  • Acts as first point of contact for DPI’s internship programme in dealings with external parties
  • Acts as first point of contact for interns when the Senior Programme Officer is unavailable or when a different channel of communication is required

Due to the volume of applications we receive, DPI is unable to respond to all applicants individually. Only candidates shortlisted for interview will be contacted.