Part-time Office Administrator

Location
EC2V 5HA, London (Greater)
Salary
£23,000- £26,000 Pro Rata
Posted
24 Apr 2019
Closes
29 Apr 2019
Function
Administration
Contract Type
Permanent
Hours
Part Time

 Flexible working:

For this role we are open to discussing the possibility of , remote working, flexible start and finish times, or compressed hours. We can discuss this further at interview stage, and we will explore what’s possible for the role.

Location: Woolgate Exchange, 25 Basinghall Street, London EC2V 5HA

Hours of work 21.75 hours per week

Job purpose: EAP is seeking a self-motivated part-time administrator to provide support for its London-based office and its global team across 14 diverse countries.

The Office Administrator will be responsible for travel logistics, event administration, financial administration and internal office systems. This would include but is not limited to; booking meeting rooms, desk bookings, catering for meetings, booking staff travel, transition for the office move, insurance renewal, support on managing the IT providers, and limited financial assistance primarily in data entry.

The right candidate will also take the same role for CoST – The Infrastructure Transparency Initiative – a transparency and accountability programme which operates in 14 countries. This is the largest programme that EAP manages and will constitute more than half of the role.

Reporting to Finance and Office Manager

Key responsibilities:  

  • Organise a range of meetings and international workshops in the UK and in overseas locations within an agreed budget (45%) ·        
  • Identify meeting venues, organise flights, accommodation, cater for a range of meetings and workshops within a specified budget ·        
  • Coordinate invitations and participant registrations ·   
  •  Ensure participants receive all relevant information including joining instructions, agenda, papers etc.  
  • Execute office administration tasks to time and budget (20%)
  • Support the recruitment and management of consultants and advisors to deliver specific outputs. ·        
  • Support the administration of consultancy and grant agreements. ·        
  • Provide administrative assistance to colleagues when necessary ·        
  • Coordinating internal systems, such as room and desk bookings, conference calls, communication platforms.
  • Coordinating ICT issues with the service provider · 
  • Renewing insurance policies ·        
  • Support the development of budgets for grant applications and commercial proposals ·        
  • Support organisational planning and diary management
  • Provide administrative assistance to colleagues when necessary ·        
  • Take minutes and notes at Board and other meetings as required ·        
  • Some support in financial administration such as preparing invoices for submission and record

Experience At least 1-2 years’ experience of office administration. Experience of administering office systems with some experience of organising international meetings and events.

Desirable Experience International travel logistics and finance administration. Background in international development.

Essential Attributes:

  • Legally able to work in the UK.
  • Excellent written and verbal communication skills
  • Proven project management, administrative and organisational skills Strong attention to detail
  • Excellent ICT skills especially excel.
  • Highly motivated with an ability to work within budgets and meet deadlines.
  • Ability to prioritise, plan and organise work.
  • Commitment to EAP’s Mission, Vision and Values
  • Strong diplomacy, networking and relationship-building skills.        

Desirable attributes: An interest in international development, infrastructure and public policy. Knowledge of charity accounting Knowledge of contracting consultants