Office Coordinator (Maternity Cover)

The Office Coordinator position is responsible for the general day-to-day operations of the London, UK office. Due to the nature of this position, work must generally be performed within a 30 hours / week timeframe (M-Fri). This role is an in-office role.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, with other duties upon request:

• General administration as required: call handling and forwarding, front door access controls, post management, post requests, staff access, etc.
• Support of facilities management: oversight of cleaning and maintenance contractors, management of office supplies and procurement, equipment maintenance requests, liaison with building management.
• Facilitating work from home set-ups and procurement and coordinating distribution to personnel as requested.
• Facilitating new starter set-up in collaboration with P&C (HR) & IT inclusive of onboarding, office orientation, etc.
• Responsible for ensuring a clean, safe, tidy, and professional office environment at all times.
• Ensuring the office is health and safety compliant and maintain a knowledge of UK regulations for workplace management.
• Manage any office security systems and accounts, fire drills, fire equipment maintenance, or required inspections. Maintain the fire safety equipment and ensure fire extinguishers are services and smoke alarms / detectors are functioning - conduct fire safety awareness training upon request.
• Manage corporate relationships and partnerships such as shipping vendors, office accounts, and more.
• Ensure the payment of facilities invoices within payment deadlines, including invoice tracking and coding.
• Manage and maintain key office supplies (including pantry supplies, office materials, first aid supplies, etc.). Inventory and maintenance of the storage unit.
• Manage the office access controls / visitor protocols of the office space and coordinate security enhancements / improvements upon request.
• Provides administrative support to the Grant, Contracts & Compliance Department in the coordination of contracts received to and shipped from the London office.
• Supporting staff in the office with questions, inquiries, and support needs.
• In all duties, uphold Internews’ Core Values and demonstrate commitment to fostering a culture of Belonging, Dignity and Justice.

ADDITIONAL AD-HOC RESPONSIBILITIES upon request may include:

• Coordinates office wide events and meetings including staff meetings, holiday events and special visitor events.
• Other corporate (ad-hoc) special projects as required.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Previous or current office administration experience.
• Ability to work in-person from the London-office 4 days a week.
• Demonstrable experience dealing with a wide range of internal and external stakeholders at varying levels of seniority and public profile.
• Ability to communicate effectively with people at all levels, and build collaborative working relationships.
• Ability to work effectively under pressure and demonstrate a calm, confident and flexible approach to work.
• Proficient use of Microsoft Windows environment and MS Office applications including MS Word, Excel, Outlook, Teams and Explorer.
• Organized, logical, detail oriented.
• Relevant higher academic qualification/s or equivalent professional experience.
• Fluent spoken and written English

PHYSICAL DEMANDS and WORK ENVIRONMENT:
The physical demands and work environment described here are representative of those that must be met or may be encountered by an employee performing the essential functions of this job. Reasonable adjustments may be made to enable individuals with disabilities to perform the essential functions.

Expected office hours are generally Monday through Friday from 09:00am to 5:30pm.

Vacancy Timeframe:

Deadline for applications: 11 May 2024. Applications will be reviewed as and when they arrive.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of their position. As the nature of business demands change so, too, may the essential functions of this position.

This position will be located in the UK, therefore the successful candidate will need to both be present in the UK throughout the duration of their assignment and be able to demonstrate their Right to Work in the UK prior to the role start date.