Administration and Travel Officer

Job Description

JOB DESCRIPTION

Job title Administration and Travel Officer

Department Human Resources

Location Canary Wharf, London

Report to Director, Human Resources

Start date November 2016

Contract duration Full time, 12 months fixed term

Background

International Medical Corps UK is a global humanitarian organisation saving and rebuilding lives through health care, training and community development. International Medical Corps UK works alongside International Medical Corps Worldwide, responding to humanitarian emergencies and communities afflicted by conflict, poverty and natural disaster in more than 20 countries.

International Medical Corps and International Medical Corps United Kingdom with headquarters in the United States and the United Kingdom respectively, work collaborate to maximize resources for the delivery of appropriate relief and development activities.

Purpose of the job

Accountable to the Director of HR and working very closely with Director of Finance and Chief of Staff and Special Projects, the purpose of this role is to:  Support the smooth running of the London office; purchase of office supplies; and facilitate staff travel arrangements.

Key result areas (Essential duties and responsibilities)

Procurement

To work closely with Finance team to ensure smoother running of procurement process including:

• Securing valid requisition signed by responsible budget manager prior to initiation of any procurement.
• Purchase requests - this includes but not limited to processing and managing the procurement process in accordance with IMC UK procurement guidelines.
• Establish and maintain procurement plan and ensure that the London office does not run out of supplies required for smooth running of the business.
• Manage and update Office assets list and stock.
• Liaise with external suppliers and relevant service providers- ensuring best deal secured for IMC UK

Travel

To work closely with travel team based in LA and external agencies in the UK to facilitate:

• Travel reservations, this includes arranging travel for but not limited to: All UK HQ requests. Also Roving, Consultants, Field, Volunteers, Interviewees as assigned; Source: minimum three quotes under fly America act or relevant UK/EU Act, when applicable and seeking lowest logical airfare options; send final Trip Confirmation emails summarising travel details for both traveller and local teams/reconfirm airport pick-up and security and support groups: Donor, conferences, meetings and trainings as needed.
• Help resolve staff travel issues such as trouble shooting unforeseen delays. Seek opportunities and offer suggestions to improve travel process; coordinate visa and travel procedures as needed by staff; Track and update returns, ticket validity, unused ticket log and refunds and train new staff on policies and procedures.
• Facilitate entry/transit visa process & determine best place for submission by working with visa service, embassies and/or field offices. Maintain International Medical Corps UK sponsor letters, collect photos, passport and ensure delivery of docs via shipping couriers.
• Hotel reservations pre-pay all room and taxes for all reservations – Requires initial per-payment directly to hotel and, follow up for check-out invoice. • Confirm lowest logical hotel booking.
• Reporting accounting and filing • Update daily travel tracking • provide weekly and monthly travel report. • Month-end credit card reconciliation/back-ups for accounting. • Update Country contact sheets for travel.

Office and facility administration:

 Work closely with Senior HR Officer to:

• Organise staff weekly briefing meetings, staff conferences and miscellaneous events.
• Ensuring that Internet, telephones and Polycom are working effectively and liaise with relevant providers.
• Minute taking; collate and bind all packs for the Board of Trustee meetings
• Manage external visitors to the office: greeting them, preparing meeting rooms and videoconferencing services.
• Liaise with external cleaning company to ensuring that the office is clean and look professional at all times: Toiletries and cleaning supplies, maintenance of Dish washer,
• Ensure that security of the office building including doors being locked, tidiness of work station and office, plumbing, and liaisons with office management company in case of electrical or any fault with the building utilities.
• Receiving mails and ensuring that it logged, day stamped and passed to the recipient. Post incoming outgoing mails (booking courier, franking, loading credit on franking machines, take posts to post office.
• Manage archiving of files as required and ensure files tagged and records kept up to date.
• Manage the general enquiries mailbox, ensuring that all queries are dealt with by the correct department and in a timely manner.
• Man the main office reception line and field calls accordingly.

Health and Safety

To work closely with Chief of Staff and Special Projects on:

• Ensuring that IMC UK has updated and fit for purpose Health & Safety policy and procedures.
• Manage inspection visits from the Health and Safety Executive or the Fire Brigade.
• Maintain fire evacuation management procedures, Ensure First Aid compliance and conduct Risk Assessments (fire, work station and hazards assessment) and address issues raised.
• Manage incident reports (files) and ensure that reports and complaints related to incidents are addressed promptly.

Other Duties

• To perform other duties, responsibilities and special projects as assigned by line manager. Please note that the duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive. This job description is subject to review to ensure that it reflects the strategic direction requirements of IMC UK.

PERSON SPECIFICATION:

1. Relevant experience in at least one or two of the key results areas
2. Can do attitude and willingness to listen and learn
3. Excellent attention to details and care about presentation of work shared with others.
4. Initiatives to addressing work related challenges
5. Ability to prioritise and effectively manage changing workload and priorities
6. Proficiency in Microsoft Office including the ability to use office outlook
7. suite of applications and relevant IT software
8. Ability to connect the dots to deliver simple solutions to relatively complex issues.
9. Experience in dealing with a cross section of staff and ensure that they are consistent, fair and can easily adapt to support colleagues with different priorities
10. Must have experience working in an office environment
11. Relevant qualification in office administration, procurement, or travel would be an added advantage

Closing date

5PM UK time on 10th November 2016.

Application should include CV and cover letter stating how you meet each requirements and why you are interested in the role.