Admin & Finance Intern - DEADLINE EXTENDED

Scope:                 Administration (50%), Finance (30%) and Communications (20%)

Post:                    Full time

Period:                 6 months contract

Salary:                  £14,040 per annum, pro-rata, plus pension

Location:              London

Deadline:             22 July 2018

Interviews:           23 July 2018

Start date:           TBD



British and Irish Agencies Afghanistan Group (BAAG) is a membership network supporting 28 NGOs operating development and humanitarian programmes in Afghanistan.  Established in 1987, its main activities include policy and advocacy, events and research focused on development and humanitarian needs and issues in Afghanistan.  Thematic areas covered include women’s and human rights, aid effectiveness, civil society and peace building.  BAAG work closely with partners, other networks and organisations in Afghanistan, Europe and worldwide, including ACBAR (Agency Coordination Body for Afghan Relief and Development), Afghanistan Women’s Network and Afghanistan Public Policy Research Organisation in Kabul and ENNA (European Network of NGOs in Afghanistan) in Brussels.  BAAG’s vision is to contribute to an environment where Afghans can take control of their own development and bring about a just and peaceful society.  BAAG’s mission is  

  • Bringing member agencies and wider relief and development community together to advocate continued international commitment to the development of Afghanistan
  • Sharing of information and knowledge to improve policy debate and decision making processes with a particular emphasis on ensuring that those processes reflect the views, needs and aspirations of the Afghan people.
  • To enhance the abilities of Afghan civil society in influencing national and international policies on Afghanistan.

Rationale for Geneva Conference Amin & Finance Intern

In November 2018 the UN and Afghan government are jointly hosting the Geneva Conference on Afghanistan, a donor conference to follow-up on commitments to Afghanistan and to agree reform and development milestones for both groups.  BAAG is working with the Afghanistan teams of the UN and donors, in Kabul and Geneva, to enable effective input and participation by civil society ahead of, and during, the Conference.   This will include meetings, conferences and activities in Kabul, Geneva and London, and the invitation of 10 elected Afghan civil society activists to the Conference in Geneva. BAAG will be consulting widely with Afghan civil society organisations, Afghan and international NGOs, representatives of donors, the UN in Afghanistan and other stakeholders.  BAAG, its members and partners will be promoting the Conference via global international media and social media.

The Geneva Conference Intern will be an integral part of the BAAG team, supporting the planning, administration, finance and delivery of the Conference and the media and communications activities leading up to this.


Main responsibilities

Conference planning and administration (50%)

  • Manage Afghan delegate and INGO databases and communications with both, including dissemination of invitations, information packs and itineraries.
  • Remote support to the Geneva-based Conference Consultant, regarding meeting venues, catering, guest lists, security passes, local travel plans etc.
  • Assist in travel arrangements for Afghanistan-based delegates including visa support, flights, hotels and Geneva transport.
  • Coordinate the compilation and dissemination of conference packs and documents, and those for preparatory workshops both in Geneva and Kabul.
  • Manage a small group of volunteers for the conference and preparatory days preceding this.
  • Assist in the planning of core BAAG meetings, including Members Meeting, Policy & Advocacy Meetings, INGO Information Sessions, UK Government Contact Group Meeting (with DFID, FCO and MOD) and the quarterly APPG Afghanistan (All Party Parliamentary Group).
  • Minute taking, write up and dissemination for the above meetings.
  • Monitoring & evaluation – assist with core Conference project M&E activities and forms (surveys, feedback forms, lessons learnt etc).
  • Administrative support for staff travelling to Afghanistan – flights, visas, information packs etc.
  • Other administrative tasks as required by the BAAG team.


Finance (30%)

  • Produce payment requisitions for invoices and obtain required sign-off for processing payments.
  • Collate financial information from partners and follow-up on late submissions of information.
  • Process payments in line with budgetary requirements.
  • Produce financial records (soft and hard copies) in line with donor requirements and file as appropriate.
  • Support development of financial reports.
  • Supporting payments of expenses for volunteers and conference delegates.


Communications (20%)

  • Provide administrative support to the Media Adviser and volunteers– including minute taking, disseminating documents, organising meetings, and updating and maintaining a contacts database.[ME1] 
  • Lead in the gathering and compilation of case studies, opinion poll results, video & audio clips, blogs and other communications outputs.
  • Support dissemination of Conference information and advocacy content on the BAAG website.
  • Provide support to the Media Adviser prior to and on the day of the Conference.
  • Ensuring an effective flow of information between BAAG members and partners, responding to information requests from a variety of sources, including MPs, officials and the media.


Person specification requirements


  • Undergraduate degree in event management, communications, international development, international relations, or other related fields;
  • At least 6 months experience working in an administrative, media/communications, events planning,  advocacy or campaigns capacity in a busy, professional organisation; Demonstrable experience effectively prioritising tasks, working well under pressure and with an adaptable and proactive approach;
  • Events planning or administration experience, ideally for a large conference or workshop; 
  • Experience of managing media and communications content on both websites and social media– such as case studies, resources documents, blogs, newsletters etc;
  • Experience of meeting preparations, minute taking and write up;
  • Ability to write clearly and succinctly in English;
  • Strong communications skills; experience of communicating effectively with non-English speakers;
  • Strong attention to detail;
  • Ability to record and edit audio interviews; and

Strong ability in use of excel and experience working with and understanding budgets.



  • Previous experience of working for a NGO and a basic knowledge of international development, preferably related to Afghanistan;
  • Dari or Pashto language skills;
  • Experience of supervising staff or volunteers;
  • Travel and accommodation bookings for visitors;
  • Familiar with, and comfortable travelling around, London


Application process

Please email your CV and a supporting letter, explaining how you meet the Essential requirements of the person specification, to Monica Encinas – Programme & Finance Officer – at . Applications which do not specify how you meet the essential requirements will not be considered.

Applicants must be available to start on a full-time basis for 6 months in mid-July and able to travel to Geneva, Switzerland without restrictions. We regret that we cannot offer sponsorship for this position and applicants must already have the right to work in the UK.

Deadline for applications is 23:59 (GMT) Sunday 22 June 2018.

Interviews are planned for the week starting 23 July 2018.