To support the PA to the CEO and Office Administrator, by running efficient and effective systems for front office and office operations. To support the Head of HR and work closely with the HR Officer in HR Administration. To cover for PA duties to the CEO when the PA to the CEO and Office Administrator is not available. This support and coordination role will help the office as a whole to sustain high professional standards and effectiveness.The Office & HR Assistant is responsible for: office administration (50%), HR, Health& Safety & security administration (40%), finance administration (5%) and IT administration (5%).
KEY RESPONSIBILITIES AND CORE TECHNICAL COMPETENCIES
Office administration (50%)
1. Answer the AKF UK main phone line and pass on messages to AKF (UK) employees as appropriate
2. Open and process the post at the Aga Khan Centre and deliver to the relevant AKF (UK) employee
3. Manage the “front office” email account and ensure emails are replied to or forwarded to the relevant AKF (UK) employee
4. Support the greeting and receiving of AKF (UK) guests at AKC
5. Book meeting rooms at AKC for colleagues and external partners and arrange catering as required
6. Support AKF(UK) events, facilitate and support hosting of meetings and events for partners, including travel, visas, accommodation, and catering; this may require some out of office duties
7. Manage the meeting schedule for All Staff Meetings
8. Support the management of the organisation’s travel agent
9. Support the management of the organisation’s mobile phone provider
10. Arrange couriers for AKF (UK) employees as required
11. Collect and maintain a detailed inventory of office equipment, IT equipment (mobile phones, laptops, desktops etc) and supplies
12. Maintain the equipment purchasing guide with input from the IT Department
13. Support the management of GDPR data lists and data requests
HR, Health, safety & security administration (40%)
14. Maintain a detailed contact list for all AKF (UK) employees and keep it up to date
15. Keep the AKF (UK) Emergency WhatsApp group up to date and share emergency messages as required
16. Support recruitment processes by placing job adverts internally and externally
17. Preparing and sending out offer letters and contracts as directed by the Head of HR
18. Support the onboarding process including sending reference requests and background check requests
19. Arrange induction and logistical arrangements for new employees including setting up phone, email, mobile, laptop, etc and purchasing new equipment as necessary
20. Add new members to benefit schemes such as the private healthcare plan
21. Arrange leaving process for AKF (UK) employees and ensure all equipment is returned
22. Support the Head of HR with the administration of the HR Management System (MyAKF)
23. Troubleshoot any issues or problems with the MyAKF HR system, working with the MyAKF helpdesk
24. Provide MyAKF system training to new starters.
25. Draft visa sponsorship letters for all AKF (UK) employees and submit for approval and signature
26. Provide Visa invitation letters to visiting delegates/employees.
27. Coordinate with our travel insurance providers to arrange additional coverage for employee travel where required.
28. Act as a Health and Safety Officer and Fire Marshal for AKF (UK)
29. Act as a AKF (UK) First Aider including obtaining annual certification
30. Create and cultivate an office culture that contributes to the happiness and well-being of all employees.
Finance administration (5%)
31. Assist the finance officers with the company credit card processes
32. Scan and file bank statements and purchase invoices
IT administration (5%)
33. Liaise with internal IT support as necessary to trouble-shoot issues and order equipment
34. Work with IT services to ensure that all software is updated and maintained on individual’s computers and hardware on a regular basis.
Other
35. Cover the PA to the CEO and Office Administrator’s workload during periods of sickness or annual leave
The requirements
Qualifications
36. Educated to A-Levels desirable
37. Qualified First Aider desirable
Skills
38. Highly organised with strong logistical skills and proven consistent attention to detail
39. Strong interpersonal skills, tact, patience and ability to work in a cross-institutional, multicultural environment dealing with senior and high-level officials/persons and VIPs
40. Excellent written communication and presentation skills and ability to draft and write effective copy and present to a range of audiences from senior-level to partners and suppliers
41. Comfortable working independently and under minimal supervision but also forming an essential component of a team
42. Strong operational and IT skills as well as an openness to learning new software and tools
Knowledge
43. Knowledge of Microsoft Office Suite and Apple applications
44. Keen interest in international development and improving knowledge of these issues will be a distinct advantage
Experience
45. Proven strong experience of office administration
46. HR administration experience is desirable.
47. Proven ability to multitask in a busy, open-plan office environment; ability to work under pressure, juggling various requests and deadlines
48. Proven ability to deliver a consistently high level of accuracy in preparing and entering information
49. Flexible approach to working, able to pick up a variety of tasks/projects with minimal supervision; ability to anticipate issues or scenarios when planning calls, meetings, or business trips, and to address them proactively
Must have right to work in the UK.
Must include CV and a supporting statement that outlines why they want the role, why they want to work for AKF(UK) and how their experiences and skills to date will make them the most suitable applicant for the role.
Sector
Social Development