Other Jobs Information
Assist with all aspects of office organisation, administration and perform clerical duties which include but not limited to; receiving visitors, answering phone calls, attend to enquiries, appointments, preparing for meetings, minute taking, photocopying, scanning, stationery provision, mail distribution, taking notes, responding to emails, drafting and typing letters as delegated. • Create a paper-based filing structure and as necessary, populate files with documents such as contracts, policy, procedures, global standards and general correspondence. • Coordinate HR returns and submission, maintain the team calendar and diary, keep an accurate record of TOIL and annual leave where required. • Coordinate Health and Safety returns uploading data on to the various SharePoint folders • Maintain records of COSHH assessments and where necessary arrange translations where required for ease of understanding by contractors and gardeners. • Maintain a central record of all projects undertaken in West & Central Africa. • Create Purchase Orders on the Purchase Management System for stores and supplies. • Create an inventory of assets & supplies in West & Central Africa and manage issuance/distribution of supplies. • Update spreadsheets on SharePoint with machinery use hours, repairs/servicing, machinery compliment and replacement priorities. • Coordinate and keep a record of routine servicing of office equipment, printers, generators, fire extinguishers etc. • Coordinate team travel arrangements/accommodation/visas and bookings through CWGC provider and other local agents. • Coordinate photographic requests and ceremony arrangements in cemeteries. • Serve as administrator and point of contact for overseas shipping and deliveries for East Africa. • Occasional liaison with Embassies, High Commissions, Municipalities and Country governments.
Excellent communication skills both written and verbal • Good interpersonal skills • Planning and organising • Ability to prioritise and adapt • Accuracy and attention to detail • Computer literacy • Good timekeeping • Committed to professional development • An alignment and adherence to the Commission’s Values: RESPECT, EXCELLENCE, TEAMWORK, COMMUNICATION, PROFESSIONALISM and COMMITMENT • Health and Safety responsibility for self and where line management responsibility, responsibility for others.