Administrative Coordinator – London Executive Office

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local – Fixed Term Employee (Fixed Term)

Job Description:

Based in the United Kingdom, the Administrative Coordinator provides support to the different departments located in London Executive office. The position requires coordinating the different aspects of office operation/administration and other services offered by Corporate Services.

MAJOR RESPONSIBILITIES:

• Administrative Coordinator will report to the Corporate Services Regional Manager-Africa & Middel East and Europe with a matrix reporting to the location leader in London Executive office.
• Will be involved in the day-to-day operations by answering low volume incoming calls and directing accordingly, providing office tours, managing the performance of one office printer, and will be the administrative/emergency point of contact (POC) for the office. Manage the devotion rotation and serve as a Liaison for , Thursday devotion schedule and , Tuesday prayer call. Will provide back up support Whenever needed. 
• Provide resources for on/off-site meeting venues (periodically when there is no hosting department), maintain FOB accessibility and registry, update address group list WVI All UK Staff. 
• Event coordination for Day of Prayer, Christmas lunch, annual picnic and any other events as needed. 
• Ensure the visitor user guide is maintained and available for all staff and visitors. Maintains good standing relationship with landlord and communications with WVI UK staff. 
• Process annual Global Asset Verification. 
• Assist with shipping and receiving logistics, including incoming mail and delivery. 
• Maintenance of LEXO WV website. 
• Work on introductory letters for visa application for staff visiting UK. 
• Management of annual DSE (Display Screen Equipment) forms and vouchers. 
• Work with Regional Manager to Oversee the CS budget, ensure timely processing of invoices to forestall delays in payment processing through ProVision and adhere to best stewardship practices to keep in line with the annual budget. Work towards identifying cost avoidance or expense reduction opportunities and implementing effective and efficient strategies that can be standardized. 

QUALIFICATIONS:

• 4-10 years of experience in office management and administration with C-level executives. 
• Excellent interpersonal communication skills with the ability to build rapport with staff and senior leadership
• Be knowledgeable and show an understanding of local statutory and regulatory requirements pertaining to managing facilities safely (and its affects to the London Executive office)
• Excellent computer literacy (MS Office Applications and Outlook)
• Effective communication (verbal and written) and negotiation skills.
• Ability to work in cross-functional team environments as well as independently.
• Ability to organise, plan and coordinate multiple projects/tasks in detail and with high sense of urgency.
• Possess the ability to effectively work with all levels of management and staff and various personalities and learning styles.
• Must be able to accurately interpret staff needs, assess requirements and identify solutions.
• Strong organizational and multi-tasking abilities.

GOOD-TO-HAVE:

• IOSH Managing Safely Certificate (Institution of Occupational Safety and Health)
• Knowledgeable in basic accounting processes.
• Ability to work responsively in a fast-paced environment and accomplish multiple tasks simultaneously.
• Able to effect and influence vendors and customers to ensure compliance and best processes for the region.

The role:

• Fixed-term employment
• Part-time
• Onsite (3-5x / week)

Applicant Types Accepted:

Local Applicants Only

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