Operations Assistant

International Alert is seeking an Operations Assistant to provide administrative and coordination support to the Property & Compliance Manager and Director of Finance & Operations (DFO), as well as acting as front-of-house at International Alert’s London office.

​Operations administration will be a particular focus for this role, but the opportunity will help the right candidate to gain valuable experience and skills, as well as a broad insight into the range of activities across International Alerts operations management.

Among the main responsibilities will be providing high-quality assistance across a range of administrative tasks, as well as having the opportunity to contribute to special organisational projects as assigned. This role requires an interest in providing a high-level of customer service and operations support, and in return the placeholder has the chance to develop their skills and experience in an industry-leading peacebuilding organisation and gain exposure to Alert’s strategic objectives across our country programmes.

The role will report to the Property and Compliance Manager.

The duration of this role is 24 months.

Role duties and responsibilites:

1. Facilities (50%)

• Acting as the first point of contact for visitors and callers to Alert’s Reception and ensuring arrival protocols are observed.
• Processing invoices and liaising with suppliers.
• Assist the Property and Compliance Manager with the ongoing office move until October 2022. This will involve lifting, carrying, and assisting with the setup of the new office.
• Receiving deliveries and expediting outgoing mail by post or courier
• Assisting the Property and Compliance Manager with fire, health and safety procedures.
• Providing logistical support to general facilities activities, as well as general meetings including booking meeting rooms, arranging catering, and taking minutes.
• Contribute to team-wide communications and knowledge management and participate in organisation-wide events and discussions on related topics/projects.

2. Support to Director of Finance & Operations (50%)

• Arrange meetings on behalf of the DFO including governance meetings, committees, Finance & Operations Group (FOG) meetings, and any others as required.
• Taking detailed minutes at meetings and disseminate to attendees with actions and deadlines clearly noted, and following up to ensure actions are completed ahead of future meetings.
• Arranging travel and accommodation for the DFO as and when travel is required on Alert business.
• Liaising with the Finance & Operations staff in country programmes to obtain data and coordinate on projects.
• Providing ad-hoc assistance to the DFO on departmental and strategic projects, including undertaking research and analysis.
• Contribute in other ways to the effective functioning of the Finance & Operations function as required.

The above are just some of the requirements for the role. For the full job requirements (the person specification section of which will form the basis of short-listing), please click here.