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The ECOLISE Support & Operations team manages a mix of administrative duties, office management, and HR support, as well as finances monitoring and project oversight. By joining the team, you will gain valuable experience across multiple areas of operations and gain knowledge about all the various activities of an international NGO.
Task Plan:
- Month 1: Onboarding. The first Month will be dedicated to onboarding and familiarization. This will include an introduction to ECOLISE's administrative systems, HR policies and administration management processes.
- Month 2: Administration and Database Management. The Second Month will see the trainee begin to execute routine administrative duties, such as:
- Inputting and updating database information.
- Manage incoming and outgoing correspondence, including emails, letters and phone calls.
- Assist in maintaining organized digital and physical filing systems.
- Help with scheduling meetings, booking rooms, and preparing meeting materials.
- Month 3: Administrative Management and Event Organisation. In the third Month, you will be expected to:
- Help in the organisation of internal and external events (workshops, webinars, conferences), including logistics, invitations and materials.
- Assist with the management of payment requests, invoicing and reimbursement processing in collaboration with the finance team.
- Ensure that admin management procedures are properly documented and updated to guarantee seamless operations.
- Month 4: Human Resources Support. In the fourth Month of the programmed, you will:
- Provide support to the HR team in the recruitment process. This will involve tasks such as posting job descriptions, organizing interviews and managing candidate databases.
- Assist with the onboarding of new employees, including the preparation of contracts and welcome materials.
- Ensure that employee records are maintained and that HR documentation standards are adhered to.
- Help in the organisation of training sessions or staff development activities.
- Month 5: Administrative and HR Procedure Optimization. In the fifth Month of the project, the focus will be on optimising administrative and HR procedures. This will involve a review of current processes to identify areas for improvement, with a view to enhancing efficiency. Examples of areas that may be subject to review include filing and document tracking but also:
- Provide support in the updating of HR policies and procedures as and when required.
- Help to streamline admin and HR documentation, ensuring that everything is up to date and easily accessible.
- Collaborate with the HR team to ensure seamless internal communication across departments.
- Month 6: Final Contributions and Evaluation
- Continue to provide support for routine admin management and HR operations.
- Assist in preparing for upcoming events or activities planned beyond the internship.
- Review the effectiveness of implemented administrative and HR processes and suggest improvements where necessary.
- Prepare a final report summarising contributions and offering recommendations for future admin and HR management improvements.
- Present a summary of your experience and key learnings to the team.
