Vacancy for part-time Information and Admin Officer

The BEARR Trust: Information and Administration Officer (maternity cover)

The BEARR Trust is seeking maternity cover for this part-time position in central London, for at least six months from mid-July 2017.

The BEARR Trust is a small charity whose mission is to help children and other vulnerable and disadvantaged groups in Eastern Europe, Russia, the South Caucasus and Central Asia. We believe the best way to do this is to help small NGOs working in health and social welfare to build knowledge, know-how, skills and contacts, including with those doing similar work in the UK.

BEARR’s main activities are running networking events (conferences and lectures), providing information materials (newsletter, monthly bulletin, website, social media) and running a Small Grants Scheme. Details are available on the BEARR Trust website (

A group of dedicated Trustees and volunteers do much of the work, operating mostly from their homes. The Information and Administration Officer provides administrative back-up. He/she works alone in the office, which is in a social enterprise near Southwark tube station. The exact nature of the services varies from time to time depending on BEARR’s schedule of events and activities. It is envisaged however that the services will normally require some 50 hours per month (about two days a week).

BEARR, a small charity operating on a tight budget, pays a fee of £12 per hour for provision of these services. Apart from this fee, there are no other benefits or entitlements.

Essential requirements:

  • –  a well-organised self-starter who can work independently, paying close attention todetail
  • –  experience of administration and/or organising events
  • –  a good working knowledge of Russian (e.g. A level at least)
  • –  the flexibility to work extra hours when required (e.g. before a conference)

Also desirable:

  • –  to have worked or lived in one or more of the countries with which BEARR deals
  • –  to have experience of working in or with NGOs.

A job description is attached below. If you wish to discuss the post in more detail, please contact


Please send applications, with CV, to by 8 May 2017


Job Description 

The BEARR Trust: Information and Administration Officer

Office and information management, administering the BEARR office and BEARR events, working closely with the trustees responsible.

Information and emailing

  • Classifying and storing information, ensuring the information is safe and easily accessible.
  • Updating databases and mailing-lists.
  • Electronic and postal mailing of newsletters twice yearly.
  • Emailing conference and lecture invitations and booking forms.
  • Booking room and preparing papers for bi-monthly Trustees’ meetings.
  • Providing a desk share calendar for trustees and volunteers.
  • Responding to telephone and electronic enquiries.


  •  Collecting invoices, dealing with purchases and expenses.
  •   Writing invoices and banking cheques, keeping electronic and hard copies of transactions, working closely with the trustee responsible for finance and with the Hon Treasurer.

Annual Conference

  •   Responsible for conference logistics: booking event space and sound system, ordering lunch,        purchasing stationery and other supplies, making travel, visa and accommodation arrangements for  overseas speakers.
  •   Keeping in touch with speakers, obtaining biographies and presentations.
  •   Keeping in touch with conference participants.
  •   Promoting the conference on social media, promoting the conference to universities, partner NGOs etc.
  •   Arranging volunteers to help with the conference.
  •   Preparing papers for the conference pack, including speaker biogs, and nametags.
  •   Designing conference handouts (programme, fact sheet) and general conference slide and session slides.
  •   Booking restaurant for after-conference dinner.
  •   Keeping careful account of the event finances.
  •   Preparing a spreadsheet for Treasurer with details of reimbursements needed to be made; collecting receipts in advance from speakers where possible.
  •   Setting up the room the day before the conference and morning of the event (installation of sound equipment, catering); overseeing registration and arrival of speakers and guests.
  •   [Arranging photos for report].

Annual Lecture

  •   Promoting Annual Lecture through social media and email campaigns.
  •   Receiving bookings and payments and compiling guest list.
  •   Responding to queries from the speaker and guests.
  •   Arranging photos for report.

Small Grants Scheme (SGS)

  •   Preparing handouts (Newsletter, leaflets, fact sheets).
  •   Promoting call for applications on social media and various websites.
  •   Emailing announcement to all contacts on the database (twice).
  •   Responding to queries from applicants; receiving and acknowledging applications.
  •   Compiling spreadsheet with short information about each application; uploading all applications to  BEARR Google drive to enable remote access by trustees.
  •   Preparing statistics of applications received (per country, per section, etc).
  •   Compiling shortlist and preparing summary document for the Board meeting.
  •   Informing successful and unsuccessful applicants (individual emails).
  •   Drafting grant letters for signature by grantees; collecting bank details and liaising with theTrustee responsible for grant payments.
  •   Keeping in touch with all grantees and answering their queries, chasing delayed reports.

Social Media

  •  Running Facebook and Twitter accounts, promoting events, responding to queries, posting updates from SGS grantees; sharing relevant news from partners and from the region.


  •  Researching potential funders and drafting letters to them.


April 2017