Senior Charities Officer/ Charities Officer (IoP - Mainland Engagement)

The Department

The staff will support the Institute of Philanthropy (IoP). The role involves providing comprehensive administrative support to IoP’s Mainland Engagement team, including managing daily operations, organising events, and handling travel arrangements. Responsibilities encompass recording project progress, monitoring partnerships, and assisting with reception and scheduling. The role also includes reviewing important documents, consolidating and analysing knowledge materials, and coordinating administrative processes with various divisions. Additionally, the staff will liaise with partners in Hong Kong and the Mainland to ensure smooth communication. 

The Job

• Administrative Tasks and Daily Operations: Manage various administrative tasks of IoP’s Mainland Engagement team and assist with daily operations as needed
• Event Organisation: Support the organisation of networking events, multi-disciplinary forums, and delegation receptions. Assist the team with communications, preparing rundowns, reserving and setting up rooms, arranging meals, and drafting minutes
• Travel Arrangements: Assist with travel arrangements by submitting travel proposals, booking travel and accommodations for staff members. Prepare itineraries, organise travel-related documents, arrange business entertainment, and support expense claims
• Project and Partnership Monitoring: Record the progress and outcomes of projects in the Mainland and engagement activities. Assist in monitoring and advancing next steps, and summarise team achievements
• Reception and Scheduling: Handle reception requests and visit invitations. Mark the team’s calendar to help arrange important receptions and visits, and ensure all preparations and records are in order. Assist in scheduling and coordinating events, ensuring all necessary materials are well prepared
• Document Review: Review important documents, including reports, papers, and agreements, to ensure they are error-free and meet the writing standards of the organisation
• Knowledge Management: Consolidate and analyse internal institutional knowledge materials. Prepare presentation materials to communicate findings. Curate and translate content for different audience groups
• Administrative Coordination: Support administrative processes and coordinate with Club divisions on key tasks, including budget monitoring and reporting, vendor engagement and procurement, and branding and communications
• Partner Liaison: Liaise with partners in Hong Kong and the Mainland. Arrange logistics, draft bilingual emails, compile background information for events, and integrate relevant documents
• Translation and Language Adaptation: Translate necessary documents between English and Chinese, as well as convert between Simplified and Traditional Chinese. Ensure that the terminology aligns with the preferences of both parties, facilitating smoother communication
• Complete other tasks as assigned by supervisors

About You

• Bachelor’s degree
• At least 3 years of relevant working experience, preferably in fields related to philanthropy (broadly include academia, non-profit, sustainability, health, social science, etc.)
• Knowledge of HK and/or Mainland philanthropy sector will be an advantage 
• Have excellent communication skills (in English, Cantonese and Mandarin)
• Project management skills
• Events organisation and management experience
• Strong analytical abilities and ability to apply strategic frameworks and problem-solving approaches
• Ability to draft formal written materials in both Chinese and English
• Good team working and cross-departmental collaboration skills, high-order thinking skills, and time management skills

Terms of Employment

The level of appointment will be commensurate with qualification and experience.

Closing Date

Only shortlisted candidates will be notified.

We are an equal opportunity employer. Personal data provided by job applicants will be used strictly in accordance with the Club's notice to employees and prospective employees relating to the Personal Data (Privacy) Ordinance. A copy of which will be provided immediately upon request.