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.  

Job Types: Full-time, Part-time