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    Administrative Assistant - London, United Kingdom - Mercy Corp

    Mercy Corp
    Mercy Corp London, United Kingdom

    1 week ago

    Default job background
    Full time
    Description

    Location:
    London, UK – daily office presence expected (flexible remote work on occasion based on business need)

    Position Status:
    Full time, permanent
    We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

    The Operations Assistant is the primary point of contact between Mercy Corps and our serviced office provider in London.

    This role will be responsible for the smooth day-to-day running and administration of the Mercy Corps London office as well as providing operational support to our team members across Europe .

    Responsibilities include upkeep of front of house standards, acting as point of contact within serviced office , arranging and setting up meeting rooms, mail and courier services, sand general administrative and travel support.


    FACILITIES POINT OF CONTACT

    Provide friendly, efficient and effective operational support for team members across all European office locations (Edinburgh, London, The Hague and Brussels) as well as team members based remotely across Europe.

    Main point of contact from Mercy Corps with London Serviced Office Provider and wider building .

    Establish a close working relationship with Serviced Office provider and building security teams answering queries and reacting to requests as necessary.

    Monitor and respond to enquiries into Operations , Onboarding and Travel inboxes
    Provide support and guidance on all Operations functions including but not limited to: Health and Safety, ergonomic workstation assessments, travel, mobile phones and facilities
    Issue and provide support for mobile phones
    Support reporting on office usage

    LONDON OFFICE WORKSPACE
    Act as on-site point of contact for Health and Safet y and fire safety/

    Ensure phones are answered promptly, properly, and efficiently; Coordinate with serviced office on any repair s or required maintenance.

    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.

    Coordinate bookings of meeting room space with serviced office provider and kee p accurate records of room bookings.

    Along with rest of the operations team, provide catering consulting and coordination and help to provide coordination for office events both internal and external.

    Coordinate with IT team and Executive Office on monthly All Europe team meetings as requested.
    Order and stock office and kitchen supplies.
    Responsible for appearance standards throughout the office.
    MCE TRAVEL & TRAVEL EMERGENCY MANAGEMENT
    Assist with travel bookings as requested and provide cover on travel inbox during periods of leave.
    Provide travel advice in line with Mercy Corps in Europe Travel Policy
    Act as point of contact for new team members joining in the London office.
    Travel and H ealth & S afety onboarding sessions as required

    ASSET REGISTER AND MOBILE PHONES
    Ensure asset register is updated and accurate.
    Ensure all mobile devices are kept up to date on asset register and billing platform
    Ensure mobile phone bill is processed on a monthly basis

    Reports Directly To:
    Head of Operations & Data Protection

    Works Directly With:
    European Operations team , Senior IT Infrastructure Manager , IT Support Officer, HR team , External Travel Management Company ,

    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.

    1+ year ( s ) of experience in a fast-paced office environment, with emphasis on administrative services and/or facilities or other relevant administrative and front of house experience.

    ~ Excellent computer skills required, including familiarity with MS Word, Excel and PowerPoint; Prior experience with coordination and management of travel schedules and meetings desirable. The successful candidate will be able to represent Mercy Corps effectively and accurately to visitors to the Edinburgh Office. The candidate will also be comfortable working both independently and as team whilst demonstrating flexibility and creativity in planning and problem solving. The position is based in Edinburgh and may require occasional travel to support the team.

    In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

    Diversity, Equity & Inclusion

    We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

    We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

    Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity.

    We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members.

    As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times.

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