Admin and Logistics Officer (Slough)

Responsibilities

Reports and Communication • Word process all documents and reports; • Assist Team Leader, managers and other Program team members with correspondence, mail registration and filing; • Format, design and prepare documents for printing and copying, upon final approval of the Team Leader and/or Head of Operations and Finance; • Keep all reports filed systematically in both electronic and hardcopy formats. Coordination and Logistics • Ensure all project administrative activities are coordinated effectively; • Coordinate workshop/training events as required, including hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire and providing point of contact support for participants at events; • Coordinate and provide logistical support for Project activities, including travel arrangements, visas, field visits, counterpart visits; • Provide administrative support to team members • Review supplier contracts and contracts for terms and conditions. Scheduling and Meetings • Coordinate meeting arrangements, including informing team members, booking meeting rooms and keeping management/staff calendars updated; • Track staff travel and leave plans and records to ensure all staff members are kept informed of team location and availability; • Schedule and coordinate vehicles and drivers, including driver booking schedules; • Support the Head of Operations and Finance with time sheets. Front Desk • Answer and forward calls efficiently and professionally and check general voicemail; • Receive visitors in a professional manner; • Maintain office supplies inventory, including toner for office equipment (printers, fax, photocopiers) as well as kitchen supplies; • Record and prepare minutes from staff meetings.

About you

• Minimum 1 year of experience in a similar role. • Fluent in Mandarin (written and spoken) and full working proficiency in English (written and spoken) • Advanced Microsoft Word Skills, with a particular focus on formatting functions (e.g. Section breaks, table of contents, inserting PDF’s, etc.); • Advanced filing skills (both electronic file management and hardcopy filing protocols); • Quality (accurate, precise, thorough, complete, attention to detail); • Timeliness (meet deadlines, generally handle duties in an efficient and timely manner); • Helpfulness / positive attitude / diplomacy; • Organization (tidy and efficient workspace and electronic files); • Multi-tasking (prioritizing and juggling various tasks effectively); • Attendance / punctuality.