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- Tasks: Support the CEO and HR team with office and HR administration tasks.
- Company: Join a dynamic organisation focused on international development.
- Benefits: Gain valuable experience, develop skills, and enjoy a supportive work environment.
- Why this job: Be part of a team that values collaboration and professional growth.
- Qualifications: A-Levels preferred; strong organisational and communication skills required.
- Other info: Opportunity for career advancement in a multicultural setting.
The predicted salary is between 30000 - 42000 ÂŁ per year.
Office & HR Assistant (13 month fixed term contract, maternity cover)
To support the PA to the CEO and Office Administrator, by running efficient and effective systems for front office and office operations. To support the Head of HR and work closely with the HR Officer in HR Administration. To cover for PA duties to the CEO when the PA to the CEO and Office Administrator is not available. This support and coordination role will help the office as a whole to sustain high professional standards and effectiveness.
Responsibilities
- Office administration (50%)
- Answer the AKF UK main phone line and pass on messages to AKF (UK) employees as appropriate
- Open and process the post at the Aga Khan Centre and deliver to the relevant AKF (UK) employee
- Manage the “front office” email account and ensure emails are replied to or forwarded to the relevant AKF (UK) employee
- Support the greeting and receiving of AKF (UK) guests at AKC
- Book meeting rooms at AKC for colleagues and external partners and arrange catering as required
- Support AKF(UK) events, facilitate and support hosting of meetings and events for partners, including travel, visas, accommodation, and catering; this may require some out of office duties
- Manage the meeting schedule for All Staff Meetings and ensure that colleagues are confirmed for the presentation slots
- Support the management of the organisation’s travel agent
- Support the management of the organisation’s mobile phone provider
- Arrange couriers for AKF (UK) employees as required
- Collect and maintain a detailed inventory of office equipment, IT equipment (mobile phones, laptops, desktops etc) and supplies
- Maintain the equipment purchasing guide with input from the IT Department
- Support the management of GDPR data lists and data requests
- Keep the Administration Manual up to date at all times
- HR, Health, safety & security administration (40%)
- Maintain a detailed contact list for all AKF (UK) employees and keep it up to date
- Keep the AKF (UK) Emergency WhatsApp group up to date and share emergency messages as required
- Support recruitment processes by placing job adverts internally and externally as directed by the Head of HR
- Preparing and sending out offer letters and contracts as directed by the Head of HR
- Support the onboarding process including sending reference requests and background check requests
- Arrange induction and logistical arrangements for new employees including setting up phone, email, mobile, laptop, etc and purchasing new equipment as necessary
- Add new members to benefit schemes such as the private healthcare plan as directed by the Head of HR
- Arrange leaving process for AKF (UK) employees and ensure all equipment is returned
- Draft responses to reference requests
- Support the Head of HR with the administration of the HR Management System (MyAKF) including updating it for joiners and leavers
- Troubleshoot any issues or problems with the MyAKF HR system, working with the MyAKF helpdesk
- Provide MyAKF system training to new starters.
- Draft visa sponsorship letters for all AKF (UK) employees and submit for approval and signature
- Provide Visa invitation letters to visiting delegates/employees.
- Coordinate with our travel insurance providers to arrange additional coverage for employee travel where required.
- Maintaining our training systems including allocating courses, adding new hires and removing leavers and running reports as required
- Support the Head of HR to ensure that employee health and safety and workstation tests are up to date
- Act as a Health and Safety Officer and Fire Marshal for AKF (UK)
- Act as a AKF (UK) First Aider including obtaining annual certification
- Create and cultivate an office culture that contributes to the happiness and well-being of all employees, including arranging birthday celebrations, celebrating unit milestones, arranging quarterly and year-end activities, and creating a space and place employees enjoy working in and feel positive about
- Finance administration (5%)
- Assist the finance officers with the company credit card processes
- Scan and file bank statements
- Scan and file purchase invoices
- IT administration (5%)
- Liaise with internal IT support as necessary to trouble-shoot issues and order equipment
- Work with IT services to ensure that all software is updated and maintained on individual’s computers and hardware on a regular basis (e.g. regular back up of all system software and protocols, including latest updates of virus software)
Other
- Cover the PA to the CEO and Office Administrator’s workload during periods of sickness or annual leave
- Undertake tour guide training so that visiting delegates and VIPs can be shown around the Aga Khan Centre and its internal Islamic gardens and courtyards.
- Carry out any other duties as assigned by the PA to the CEO and Office Administrator, Head of HR, Head of Finance and Operations, or the CEO.
Qualifications
- Educated to A-Levels desirable
- Skills
- Highly organised with strong logistical skills and proven consistent attention to detail
- Strong interpersonal skills, tact, patience and ability to work in a cross-institutional, multicultural environment dealing with senior and high-level officials/persons and VIPs
- Excellent written communication and presentation skills and ability to draft and write effective copy and present to a range of audiences from senior-level to partners and suppliers
- Comfortable working independently and under minimal supervision but also forming an essential component of a team
- Strong operational and IT skills as well as an openness to learning new software and tools
Knowledge
- Knowledge of Microsoft Office Suite and Apple applications
- Keen interest in international development and improving knowledge of these issues will be a distinct advantage
Experience
- Proven strong experience of office administration
- HR administration experience is desirable.
- Proven ability to multitask in a busy, open-plan office environment; ability to work under pressure, juggling various requests and deadlines
- Proven ability to deliver a consistently high level of accuracy in preparing and entering information
- Flexible approach to working, able to pick up a variety of tasks/projects with minimal supervision; ability to anticipate issues or scenarios when planning calls, meetings, or business trips, and to address them proactively
- Must have right to work in the UK.
- Must include CV and a supporting statement that outlines why they want the role, why they want to work for AKF(UK) and how their experiences and skills to date will make them the most suitable applicant for the role.
- Closing Date: 9 th October 2025; must be available for interview w/c 16th October 2025. Ideal start date 8th December 2025
Office location: London, England, United Kingdom
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Office & HR Assistant (13 month fixed term contract, maternity cover) employer: Aga Khan Foundation
Contact Detail:
Aga Khan Foundation Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office & HR Assistant (13 month fixed term contract, maternity cover)
✨Tip Number 1
Network like a pro! Reach out to your connections and let them know you're on the hunt for an Office & HR Assistant role. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Understand what AKF (UK) stands for and how you can contribute to their mission. This will help you stand out and show that you're genuinely interested in the role.
✨Tip Number 3
Practice common interview questions, especially those related to office administration and HR tasks. Be ready to share examples from your past experiences that highlight your organisational skills and attention to detail.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, it shows you're serious about joining the team at AKF (UK).
We think you need these skills to ace Office & HR Assistant (13 month fixed term contract, maternity cover)
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Office & HR Assistant role. Highlight relevant experience in office administration and HR tasks, as well as any skills that match the job description. We want to see how you fit into our team!
Craft a Compelling Supporting Statement: Your supporting statement is your chance to shine! Explain why you’re excited about this role and working with us at AKF (UK). Share specific examples from your past experiences that demonstrate your skills and how they align with what we’re looking for.
Show Off Your Communication Skills: Since this role involves a lot of communication, make sure your written application reflects your excellent communication skills. Use clear and concise language, and don’t forget to proofread for any typos or errors before hitting send!
Apply Through Our Website: We encourage you to apply through our website for a smooth application process. It’s the best way to ensure your application gets to the right people. Plus, it shows you’re tech-savvy and ready to jump into the role!
How to prepare for a job interview at Aga Khan Foundation
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the responsibilities of the Office & HR Assistant role. Familiarise yourself with the tasks listed in the job description, such as managing emails, supporting HR processes, and maintaining office operations. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Showcase Your Organisational Skills
Given the emphasis on strong organisational skills in this role, prepare examples from your past experiences where you've successfully managed multiple tasks or projects. Be ready to discuss how you prioritised your workload and maintained attention to detail, especially in a busy environment.
✨Demonstrate Interpersonal Skills
This position requires strong interpersonal skills, so think about times when you've effectively communicated with colleagues or clients. Prepare to share specific examples that highlight your ability to work in a multicultural environment and deal with high-level officials, as this will resonate well with the interviewers.
✨Prepare Thoughtful Questions
At the end of the interview, you'll likely have the chance to ask questions. Use this opportunity to inquire about the company culture, team dynamics, or specific challenges the office is currently facing. This shows your enthusiasm for the role and helps you assess if it's the right fit for you.