Office and Administration Officer

Job purpose:

We are looking for an Operations and Administration Officer to join the Operations Team to support the smooth running of the organisation. This is an office-based new and varied role where no two days will be the same. The appointed candidate will work closely with the Global Operations Manager and will be a key figure in coordinating and improving systems, processes and procedures that support the organisation in delivering its goals. The successful candidate will also act as the first point of contact in our London office, managing visitors and general enquiries efficiently and effectively, providing responsive, high-quality administrative and general support.

This role will suit someone who has experience coordinating operational responsibilities in a fast-paced, mission-driven setting but is equally at home providing administrative support as they are in responding with agility to operational needs that arise, as well as in identifying how we can improve operational processes.

They will be organised and flexible, efficiently managing and prioritising a varying workload with a hands-on approach that they are willing to apply to all tasks. They’ll have strong administrative and numeracy skills, excellent verbal and written communication skills and a keen eye for detail. In addition, they will be IT literate, familiar with and confident using the Microsoft Office suite of applications, including SharePoint, our organisational Intranet.

Most importantly, they’ll be a team player willing to learn and bring a positive, enthusiastic attitude with a proactive, can-do approach.

Roles and responsibilities:

Operations support

• Support the maintenance of the Saferworld global insurance programme, including compiling annual data for policy renewal purposes and processing travel and IT insurance claims
• Identify opportunities for administrative systems and process improvements and be proactive at re-designing these in collaboration with the team
• Maintain a basic understanding of Saferworld’s business travel insurance policy and Global Travel Policy, responding to employee enquiries and directing them to information where appropriate
• Assist in the review of policies
• Provide administrative support to staff when required, including assisting with travel processes and being the first point of contact for staff when they have questions about the travel policy and procedures
• Develop and maintain Saferworld’s list of trusted suppliers reviewing as appropriate in line with Saferworld’s procurement policy
• Work with the Global Operations Manager and the Global Security Advisor to coordinate and implement Saferworld’s Health and Safety policy
• Support with other operational requirements as requested by the Global Operations Manager

Office Administration

• Proactively ensure that the London office functions well and efficiently, managing relationships with suppliers and contractors to ensure the smooth running of the provision of services
• Order stationary and other office supplies as required, proactively identifying needs before they arise; maintaining an inventory of office supplies for monitoring purposes.
• Act as the first point of contact for visitors and telephone enquiries and manage the general/admin email inbox
• Act as the point of contact with the landlord and ensure the office is well maintained, including liaising with the landlord and building reception on cleaning, recycling and any maintenance issues
• Processing and distributing incoming post, managing the dispatch of the outgoing post with couriers, and managing our courier accounts
• Ensure office procedures are kept up-to-date and communicated to all staff
• Assist with simple finance tasks, such as processing invoices and expenses and issuing per diems to visiting staff

IT support

• Support the IT Team by updating the IT equipment and supplies inventories
• Liaise with the IT team and arrange delivery/collection of IT equipment as required
• Act as an IT Focal Point for the office, liaising with the IT Team to support when implementing and embedding new systems and processes
• Maintain an organised and effective filing structure within the internal SharePoint sites where relevant

Events and meetings

• Manage the main Saferworld global diary, ensuring everyone is notified of events and meetings as required
• Support with planning and running internal events, arrange refreshments for internal meetings, including ordering in when required
• Be proactive in organising staff events, including annual summer and Christmas events

Key working relationships

• Global Operations Manager to support the smooth running of the organisation
• Senior leaders in the Business Support Function, including the Director of Business Performance, the IT Manager and Senior IT Advisor, the Global Security Advisor, the Head of Finance and the Head of People, working on various relevant areas of work that will shape and evolve over time.
• Working with other senior leaders across the organisation, including the Heads of Programme Support and Learning and Head of Programmes to ensure the smooth running of country programmes
• Country Leadership and Operational staff to create, implement and embed new systems and processes to ensure the smooth running of country programmes

Scope and accountability

Decision-making and limits of authority

• Responsible for day-to-day decisions required to ensure the smooth running of the London office

Financial resources

• N/A

Other resources

• Responsibility for the procurement of stationery and other office supplies, equipment and services
• Consulted on premises maintenance and security

People management

• N/A

Legal, regulatory and compliance responsibility

• N/A

Person specification

Knowledge, qualifications and experience

• Experience in working for an international organisation or another not-for-profit in a similar Operational Experience in delivering high-quality, written communications
• Knowledge of Health and Safety best practices
• Excellent IT skills: Particularly Office 365 applications

Skills and abilities

• Strong organisational skills, including planning, developing, implementing and maintaining administrative systems
• Ability to work independently and within a team, taking the initiative, problem-solving abilities, self-motivated and able to work without direct supervision
• Communicate sensitively and effectively with a wide range of people, including across cultures and with those at a distance
• Excellent verbal and written communication skills in English (essential)
• Well organised, calm, adaptable, willing and able to adjust to multiple demands, shifting priorities and demonstrating flexibility.
• High level of attention to detail

Personal qualities

• Commitment to and compliance with Saferworld’s safeguarding principles
• Commitment to respect and value equality and diversity, and understanding of how this applies to own area of work
• Commitment to own continuing personal and professional development
• Commitment to the vision, mission and values of Saferworld

How to apply

To apply: Send your CV and a cover letter addressing the person specification and why you feel your experience matches the requirements of the role and send to the People Team at [email protected] (Ref: OpsAdmin). More information about the role and SW can be found here: http://www.saferworld.org.uk/jobs/jobs

Deadline for applications: 3 March 2023