Further Information

British Institute in Eastern Africa

LONDON SECRETARY / ACCOUNTS ASSISTANT

Applications are invited for this part-time post [0.5] to be based in the BIEA’s London office from 8^th October 2018.      

The British Institute in Eastern Africa (BIEA) has been active since 1960 and has its headquarters in Nairobi, Kenya.  The BIEA exists to promote research in all the disciplines in the humanities and social sciences within the wider region of eastern Africa – from Eritrea and Sudan in the north to Mozambique and Zimbabwe in the south, extending westwards to Rwanda, Burundi and the eastern Democratic Republic of Congo, and including Madagascar and the islands of the Indian Ocean.    It has a strong tradition of research in anthropology, archaeology, history and linguistics, and recent projects have embraced legal, political, environmental and development studies, geography, public health, and art and performance. The Nairobi research centre provides work space and accommodation for researchers and visiting academics, an excellent reference library and seminar / lecture facilities. The BIEA offers financial support and logistical assistance to research projects and runs a highly successful graduate attachment scheme.  The BIEA publishes the journal Azania: Archaeological Research in Africa, a leading archaeological periodical for the region, and the Journal of Eastern African Studies. 

The BIEA is sponsored by the British Academy and has its London office at their headquarters in Carlton House Terrace.  It is a company limited by guarantee, not having a share capital, and is a registered charity. It is governed by its Council, which is based in London and is elected by its members.

The post holder will undertake the following:

1. GENERAL ADMINISTRATION

1.1          To arrange BIEA Council and Committee meetings, about 6 a year – booking rooms, arranging catering/refreshments with caterers and British Academy, drafting agendas and minutes, chasing/collating/preparing papers, and sending out to Council members (reporting to the President).

1.2          As above for special meetings/lectures; sometimes processing payments for conferences/lectures in liaison with organiser.  Making arrangements for Research Day in liaison with Hon. Secretary, registering participants and taking payments.

1.3          To deal with correspondence/emails – numerous, on any number of different matters; regular liaison with Officers and the Nairobi office.

1.4          To maintain records for all administrative matters so that Officers, Director etc. can readily access information

2. MEMBERSHIP MATTERS

2.1          Corresponding with members/potential members, enrolling new members, maintaining database, sending reminders, sending out invitations etc

2.2          Liaising with Nairobi office regularly on membership matters.

3. FINANCE (reporting to the Treasurer)

3.1          To deal with all UK payments and income and to record them as agreed with the Treasurer. To liaise with the UK accountants and Nairobi office over the year end and Statement of Accounts.

3.2          To liaise with the payroll agency as required with regard to the UK salary payments and with the USS in completing the end of year returns.

3.3          To monitor bank accounts and make transfers between accounts to ensure funds are available and to make transfers to Nairobi as required.

3.4          To take payments for conferences/lectures and keep organisers informed.

3.5          To deal with donations; acknowledging, keeping records, reclaiming tax.

3.6          To arrange insurances – global insurance covering UK-based staff; graduate students; officers on BIEA business; insurance for London Office

3.7          To ensure the Annual Returns for Companies House, Charity Commission and Gift Aid are completed.

4. ANNUAL REPORT AND PUBLICATIONS

4.1          Annual Report:  in liaison with Director – to assist with the production and to send out to all members with AGM Notice etc.

4.2          Liaising with Taylor and Francis over the distribution of the Journals.

5. MISCELLANEOUS

5.1          To support Council and Officer by attending, where practical, London- based events.

5.2          To undertake such other occasional tasks as may be required from time to time.

The successful candidate will be an experienced administrator with excellent administration skills.   S/he will also need to be numerate.  Experience with book-keeping software and with arranging events will be an advantage.   Experience in a UK HEI will be preferred, and it would be useful to have some knowledge of the humanities / social sciences with a focus on eastern Africa.   

Terms and Conditions

Salary will be negotiable, depending on the candidate's qualifications and experience.  A pension will be offered under the Universities Superannuation Scheme (USS).

Application process

Please apply by sending by email to biea@britac.ac.uk.

1. A covering letter
2. Curriculum Vitae
3. A statement of interest. Please state clearly in a one page statement why you are interested in the post and how you consider your experience and qualifications are suitable.  
4. The names, addresses, email addresses and contact telephone number of TWO referees.  Please indicate if we may approach these referees when you are short-list or if you would prefer us to wait until the post is offered.    References will be taken up if you are offered the post, and you should let your referees know that the BIEA will contact them.

All email applications must be received by 6.00 PM [UK time] FRIDAY 24^TH AUGUST 2018.

Short listed candidates will be invited for interview by FRIDAY 31^ST AUGUST 2018 and all candidates will be notified the end of the following week.

INTERVIEWS WILL BE HELD IN LONDON ON WEDNESDAY, 5^TH SEPTEMBER 2018.