Position Summary: Project Administrator (London-based)

Transcription

1 Psitin Summary: Prject Administratr (Lndn-based) Reprting t: Cntract type: Time cmmitment: Lcatin(s) & Travel: Fcus f wrk: Language requirement: Remuneratin package: Applicatin requirements: Senir Office Administratr Permanent psitin Full time Lndn-based at Aktis head ffice, with ccasinal travel ptentially required t prject lcatins in Beirut, Tunis, Gaziantep, Istanbul, Nairbi r elsewhere. Prject administratin and supprt, lgistics supprt, finance administratin, dcument preparatin and design, general ffice duties and general ffice administratin. English (fluent prfessinal prficiency) Arabic an advantage. Cmpetitive package fr early/mid-career administratr, dependent n demnstrated capability & experience 1. Cvering letter t Aktis Recruitment summarising why yu are the best candidate fr this psitin. 2. Curriculum Vitae (maximum 4 pages). 3. Apply t [email protected] by n later than Sunday 29 March The rganisatin Aktis Strategy is an rganisatin led by sme f the wrld s fremst cnsultant practitiners in prblem-slving fr fragile and cnflict-affected cuntries. With knwledge and expertise acrss the spectrum f security sectr refrm and transitins, plitical gvernance and justice/rule f law, Aktis specialises in devising, managing and evaluating cmplex prgrammes t address challenging plitical and institutinal prblems. Frm rganisatinal change prjects with the security frces in fragile states, cmplex gvernance refrm and transitin prgrammes, t advanced analytical prgrammes, Aktis persnnel have demnstrated their excellence at delivering innvative management cnsultancy supprt in sme f the mst challenging situatins. Recent field peratins have been cnducted in Afghanistan, Clmbia, Lebann, Libya, Nigeria, Pakistan, Syria, Smalia and Tunisia. Mre infrmatin is available at the Aktis website, Page 1

2 Jb summary Aktis is recruiting a Prject Administratr t supprt ur grwing prject prtfli arund the wrld. The rle will be fcused n prviding imprtant lgistical, travel bking, dcument preparatin and editing and general administratin supprt t ur field prject teams, particularly ur team fcused n delivering prject activities in East Africa. Occasinal travel t prject lcatins in Beirut, Gaziantep, Istanbul, Nairbi, Tunis r elsewhere may be required. The successful applicant, amng ther duties, will: Assisting with travel bkings and arranging travel lgistics: Liaising with travel agent and btaining and checking travel agent qutes against best-available internet airfares and htel csts. Preparing travel itineraries and crdinating with Aktis staff and cntractrs wh are travelling t ensure they are prepared fr travel, including checking visa and medical arrangements are in place fr apprpriate lcatins. Lgging travel details n a Salesfrce database/ travel tracker and applying the Aktis travel prcedures. Prvide assistance with dcument preparatin, editing and frmatting: Take a lead rle n supprting prject teams with their dcument finalisatin, including in particular, dcument frmatting and wrd prcessing. Wrk with the Aktis senir editr and crdinate as required with prject teams and external graphic design supprt, t prepare dcuments in a prfessinal, clear, well-frmatted layut and structure. Edit and check spelling and grammar f English dcuments. Insert, resize, crp and rganise phts and images in dcuments. Occasinally be prepared t wrk unusual hurs t supprt prject teams with urgent dcument preparatin late at night r n weekends (with time-ff-inlieu r alternative vertime arrangements). Assisting Salesfrce ICT system administratin supprt and administratin: Creating new entries fr rganisatins, individuals and prjects that Aktis is invlved in wrking with n a clud-based Salesfrce database sftware package (data entry, data checking and data verificatin tasks). Learning t becme the primary Salesfrce database administratr and user in Aktis, including ptentially learning basic cding capabilities t custmise Aktis Salesfrce platfrm under the guidance f a Senir Office Manager. Page 2

3 Preparing and distributing Salesfrce prject reprts t Aktis senir managers and prject teams each mnth, r as required. Reviewing and apprving timesheets and expense claims frm Aktis staff and cntractrs that have been lgged n the Aktis Salesfrce Self-Service prtal. Managing and maintaining the Salesfrce knwledge management / infrmatin service dcument libraries and flder structure. Other, general ICT supprt: Helping t answer the ffice phne and taking messages as required. Assisting the establishment and set-up f new addresses and grups fr Aktis staff, cntractrs and prject teams. Maintaining an inventry f ICT hardware and sftware equipment used in the ffice r by prject teams. Preparing prcurement rder requests and checking qutes against bestavailable internet prices, as well as managing ICT equipment prcurement prcesses fr new equipment r sftware requests. Crdinating ICT service requests and truble-shting with Aktis external ICT service prvider. Supprt t the management and expense tracking and checking f Aktis phne bills and csts fr staff and cntractrs. Managing and maintaining the clud-based Bx knwledge management / infrmatin service dcument libraries and flder structure. Prject team cntracting and administratin supprt: Using Aktis cntract templates, cllect Aktis cntractr details t cmplete new cntracts fr Prject Manager apprval. Prepare, print r electrnically issue new cntracts fr signature by Aktis staff and cntractrs. File signed cntracts in apprpriate lcatins and ntify prject team members as required by Aktis prcedures. Fllw-up when a cntract dcument hasn t been signed in a timely manner and advise relevant Aktis prject staff as required. Lndn and prject field ffice administratin: Being a pint f cntact fr building management and fr deliveries. Page 3

4 Crdinatin with ffice premises persnnel (ie. Regus serviced ffices) in Lndn, and frm time t time, with ffice managers and landlrds relevant t prject ffices verseas. Mnitring and rdering new statinary as required fr Lndn and ccasinally, fr verseas prject ffices. Helping t arrange and prcure new furniture and equipment fr Lndn and ccasinally, fr verseas prject ffices. Help tidy and maintain the Lndn ffice, including by mnitring and ensuring plants are watered, cffee machine and water facilities are clean and in gd rder and ffice envirnment is clean, neat and rganised. Prject finance administratin supprt On a mnthly basis, ensure prject timesheets and expenses are lgged, validated against physical receipts r evidence f expenses, checked by prject managers r prject crdinatrs and apprved fr payment n Salesfrce. Fllw-up prject teams, Aktis staff and cntractrs where required, t ensure timesheets and expenses are lgged, reviewed and apprved n time each mnth. On a mnthly basis, supprt prject teams t prepare invices fr clients, based n Salesfrce data and prject petty cash sheet recnciliatins and validatin. Scan and cpy receipts as required. Enter data int Salesfrce where necessary and file hard cpy receipts as required. Requirements: 2. Must, at minimum, have cmpleted A-levels at High Schl with minimum average f B grades. A Bachelr s degree r further study diplma is an advantage. 3. Must have demnstrated capability and experience as a prficient, advanced user f Micrsft Wrd, Micrsft PwerPint and Micrsft Outlk. Experience as an advanced user f Micrsft Excel and advantage. Experience using clud-based SalesFrce sftware a significant advantage. Experience wrking with clud-based data strage prvider Bx an advantage. Page 4

5 Experience ding simple graphic design tasks using Adbe Illustratr, Phtshp and InDesign sftware an advantage. 4. Minimum f ne year f pst High Schl experience in ffice administratin r persnal assistant supprt in a small/medium business setting. 5. English (full fluency and wrking prficiency) Additinal full fluent language prficiency in Arabic an advantage. 6. Preparedness t travel ccasinally (perhaps up t twice per year) t Aktis prject lcatins in Beirut, Gaziantep, Istanbul, Nairbi, Tunis r elsewhere. Page 5