Set up in 1993 to work with community groups in the countries most affected by the global AIDS epidemic, we’ve continually adapted our approach, looking for innovative ways to break down the barriers that marginalise people living with, or at risk of acquiring, HIV. All with one goal in mind – a future free from AIDS for everyone, everywhere.
Everything we do is rooted in our two key beliefs:
- That the lives of all human beings are of equal value.
- That everyone has the right to access the HIV information and services they need for a healthy life.
Today, we work with communities in more than 40 countries, taking local, national and global action on HIV, health and human rights.
As a global partnership that is open to everyone, we can only do what we do – and achieve what we want to achieve – by working with partners from grassroots community groups to national governments. Our partners drive change where it matters, shaking up the status quo and making a noise on issues the world often chooses to ignore.
Are you the Frontliner we’re looking for?
You are an experienced and enthusiastic administrator with a passion for supporting key administration and support tasks. You have experience of working in supporting travel, security and insurance systems and contracts and contributing to the effective operating of these functions within an organization.
Closing Date is: 23 May 2023
Interview Date is: To be confirmed
Please note: the salary shown is for the UK, for South Africa it will be locally benchmarked.
We have transitioned to a hybrid model of working We are currently working from home but you will also be required to spend time working alongside your team as appropriate in our office in Brighton (East Sussex, UK) or Cape Town (South Africa). The successful applicant will need to hold the right to work in the UK and/ or South Africa .
Frontline AIDS is committed to diversity and inclusion in its hiring approach. We welcome applications from Black people, and other people of colour, people with disabilities, people living with HIV and LGBTIQ+ and non-binary individuals.
All offers of employment will be subject to satisfactory references and a criminal records check. Having a criminal conviction and/or any other information divulged on the DBS/PVG or country equivalent check would not necessarily prevent you from working for the charity, but any recruitment decision will be dependent on the nature of the position sought and the circumstances and background of the offence(s).
Protection of Children and Vulnerable Adults
Frontline AIDS ****operates a rigorous recruitment and selection process that reflects our commitment to child protection. The Protection of Children and Vulnerable Adults Policy can be downloaded here
Frontline AIDS is a Disability Confident Employer and will ensure all applicants with a disability who meet the minimum requirements of the job as set out in the job description and employee specification will be guaranteed an interview.
Key responsibilities:
UPDATING RISK REGISTER
Assist the Lead: Risk and Compliance to update and monitor the Frontline AIDS’ risk management system, ensuring workflows with the case management system are clear and designed to ensure accountable ownership, flagging where process improvement is required
Work closely with staff to ensure risk registers are accurate and up-to-date, risk assessments have been undertaken on project activity and critical risks are appropriately escalated.
Ensure case management system feeds/escalates risks onto the critical risk register and there is a consistent link between the register and the main risk system.
OPERATIONAL RISK MANAGEMENT – TRAVEL MANAGEMENT AND INSURANCE
Assist the Lead: Risk and Compliance with handling the Frontline AIDS travel system (external contract), ensuring efficiency and cost effectiveness and aligning with the security management systems.
Assist the Lead: Risk and Compliance with maintaining the relationship with Frontline AIDS’ appointed travel agent, ensuring value for money in all procurement.
Act as a focal point for travel issues, providing training and support as required.
Handle administrative aspects of insurance function, including administering insurance claims with external insurers, advising staff on travel risk and applicable cover and where appropriate providing travel advice to staff and assisting with travel risk assessments.
OPERATIONAL RISK MANAGEMENT – SAFEGUARDING
Act as a focal point to staff, sign posting staff where appropriate in relation to queries related to safeguarding and relevant policies. Assist the Lead: Risk and Compliance with administration and co-ordination of the safeguarding team, setting up meetings and takings minutes as appropriate.
OPERATIONAL RISK MANAGEMENT: SECURITY MANAGEMENT
Coordinate the travel safety and security training for employees at the appropriate level and ensuring booking documentation and employee records are up to date.
Book security training, risk assessments and act as a focal point for all security issues.
Assist the Lead: Risk and Compliance to manage the relationship with the external security company and ensure all security policies, procedures and documentation are up to date.
Assist the Lead: Risk and compliance with coordinating the Crisis Management Team, and assist in arranging regular training of the team.
OPERATIONAL RISK MANAGEMENT: HEALTH AND SAFETY
Ensure Frontline AIDS adheres to its health and safety policy, completing workstation assessments, establishing remedial plans, tracking accident reports and reporting as required.
Coordinate Fire Wardens and First Aiders (rebooking training and ensuring numbers are adequate).
Ensure new staff are inducted/trained in health and safety procedures
KNOWLEDGE MANAGEMENT
In consultation with the Lead: Risk and Compliance develops and maintains a database of legal agreements and contracts and promotes awareness of standard templates of work using appropriate tools, licenses and training.
DEVELOPING FRONTLINE AIDS CULTURE
Sets a good example for others, shows consistency in words and actions, learns from personal and organisational experience, strives for self-improvement, earns the trust and respect of management, colleagues and partner organisations, and treats others with respect.
How to apply
Find out more by downloading the full job description and person specification from our jobs page. If you are excited by this opportunity and think it’s right for you, we’d love to hear from you so apply on our website and upload your CV along with a covering letter outlining why you are a great match for this role.