Operations Assistant - Edinburgh, United Kingdom - Mercy Corps

Mercy Corps
Mercy Corps
Verified Company
Edinburgh, United Kingdom

4 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

Location:
Edinburgh, UK


Position Status:
Full-time, open terms


Office Presence:
daily office presence needed for this role - also flexibility for occasional remote work


Salary:
salary range for this role will be £24,400 - £28,980 - flexible commensurate on experience.


About Mercy Corps
Mercy Corps is powered by the belief that a better world is possible.

To do this, we know our teams do their best work when they are diverse and every team member feels that they belong.

We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.


The Position
The Operations Assistant will be responsible for the smooth day-to-day running and administration of the Mercy Corps Edinburgh office.

Responsibilities include upkeep of front of house standards, reception management, arranging and setting up meeting rooms, utilities, mail and courier services, safety and security of the building and general administrative support.


Essential Responsibilities
MCE FACILITIES MANAGEMENT & RECEPTION

  • Manage the front desk of MCE's Edinburgh Office as receptionist: greet visitors; provide a welcoming, friendly and professional first impression of Mercy Corps in Edinburgh.
  • Ensure phones are answered promptly, properly, and efficiently; take messages and direct calls.
  • Sort and distribute incoming and outgoing mail and packages. Includes managing external courier suppliers.
  • Organize and manage Edinburgh site access and key management.
  • Order and stock office and kitchen supplies.
  • Act as onsite project coordinator for repairs and improvements.
  • Other duties as assigned or requested.

EDINBURGH OFFICE WORKSPACE

  • Serve as the focal point for coordination of visitors (both internal and external to Mercy Corps), including setting up schedules and providing primary logístical support.
  • Assist with the setup of and clean up for events as requested, including board meetings, field staff visits, outreach and development events, and delegation itineraries. Ensure that facilities are ready and available for conference calls, online seminars, brown bag lunches and MCwide teleconference events.
  • Along with rest of the operations team, provide catering consulting and coordination and help to provide coordination for office events both internal and external.
  • Provide coordination for biannual team events including attendee management, interaction with external venues.
  • Coordinate with the Executive Office on quarterly inperson team events
  • Coordinate with IT team and Executive Office on monthly All Europe team meetings
  • Keep uptodate records of all internal events and visitors and ensure that kept abreast of any necessary updates.
  • Arrange workspace for team members, interns and consultants and ensure that public spaces and spare offices are kept presentable. Responsible for appearance standards throughout the site.
  • Act as onsite point of contact for Health and Safety.
MCE TRAVEL & TRAVEL EMERGENCY MANAGEMENT

  • Lead on travel bookings and provide support and advice to team members.
  • Ensure that travel invoices are completed and passed to finance in a timely manner.

IT SUPPORT

  • Support the IT Manager as needed to purchase, maintain, and troubleshoot Edinburgh IT equipment. Coordinate with the IT Manager with regards to ongoing issues and equipment needs.
  • Troubleshoot basic IT and AV issues.
  • Provide support with mobile phones and desk phones, and update MCE phone list.

ONBOARDING

  • Lead on scheduling onboarding for new hires
  • Coordinate schedules for individuals facilitating quarterly onboarding sessions.
  • Obtain feedback on onboarding process and quarterly onboarding sessions and highlight feedback to the Head of Operations & Data Protection continually improve the process.
  • Facilitate operations and health and safety onboarding sessions.
  • Update new start and leavers forms as required.
ARCHIVING & ASSET REGISTER

  • Manage boxes going to and from the offsite archive.
  • Update offsite archive manifest.
  • Support Office Operations Manager in reporting on offsite archive
  • Ensure asset register is updated and accurate.

Supervisory Responsibility
None.


Accountability

Reports Directly To:
Office Operations Manager


Works Directly With:
Office Operations Coordinator, IT Manager, IT Support Officer, HR Business Partner, External Travel Management Company


Accountability to Participants and Stakeholders


Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work.

We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.


Minimum Qualifications & Transferable Skills

  • 13 years of professional experience in a fastpaced office environment, with emphasis o
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