Job Description

Duration of temporary role: 3 months anticipated, with possibility of longer term engagement.
Number of hours: 18.75 hours over 4 or 5 days, with flexibility on this for the right candidate.

Travel & Meetings:

• Arrange flights, visas, accommodation, ground transport and other necessary travel for SUN KM staff and consultants.
• Lead on implementing 'pre-travel' checklists and work closely with the Oxford office to implement and improve procedures.
• Assist in arranging UK-based and international meetings or schedules as required. Book meeting rooms, arrange catering, etc

Project Support:

• Become conversant with company policies and procedures and work with the PM to ensure these are followed by the team members. The policies associated with invoices, expenses and travel are particularly important as the PA has designated responsibilities within these.
• Collect invoices and expenses from staff and consultants, check and code for submission to the PM/ENN accounts team
• Work with the Oxford office to ensure good communication lines and synergy between the London and Oxford offices.
• Monitor the SUN-KM email account, responding to emails or escalating within the team
• Monitor the SUN KM contacts database, adding new contacts and maintaining existing contacts.
• Upload materials including pod casts to website, monitor the project Facebook page and Nutrition Groups platform, responding appropriately

General Administrative Support:

• Receive general enquiries to the London office by phone and email, refer to the right staff member and/or respond appropriately.
• Perform general clerical duties to support the SUN KM project staff including printing, scanning, photocopying and posting.
• Open and sort post.
• Ensure the smooth day to day running of the office including monitoring office supplies, arranging maintenance and operation of office equipment.
• Keep the office well organised and with all other staff, including electronic and hard copy filing.
• Deal with day to day postal needs including DHL etc, domestic and international
• Administer the petty cash
• Help take meeting notes as requested and circulate the minutes

Person specification:

• 2+ years of experience in an administrative role
• Experience of making international business travel arrangements preferably in Asia and/or Africa
• Strong IT skills including Microsoft Office applications
• Excellent organisational skills.
• Ability to be responsive and flexible to project related requests
• Excellent communication skills.
• Excellent attention to detail
• Ability to work autonomously and use initiative.
• Integrity, professionalism and discretion.
• Cultural sensitivity and ability to work with people from a wide range of backgrounds
• Experience of using social media in a business context and updating websites would be an advantage
• Experience of financial processing including expenses reconciliation and/or a strong database skill set would be an advantage