Islamic Relief Worldwide

Transcription

1 Islamic Relief Worldwide Administration Support Services Officer BASE LOCATION: Birmingham REPORTING TO: Support Services Manager LINE MANAGEMENT RESPONSIBILITIES: None PURPOSE OF DIVISION: The Services Division is responsible for Facilities, Procurement and Logistical support for Islamic Relief Worldwide family. It empowers and builds the capacity of the field offices and Partners to manage funds effectively and efficiently, meeting international standards and the standards of the IR donor agencies. The Division is responsible for the maintenance of global assets (including buildings) and developing pragmatic business plans for investment purposes. This is achieved through both organisational and individual learning, and through an organisation-wide system of development and deployment. In addition, this division maximises economies of scale by developing and maintaining strategic procurement, logistics and asset and facilities management functions. It ensures compliance to any legislative requirements, and it provides strategic and day-to-day legal advice to the organisation JOB PURPOSE: The Support Services Officer will play a pivotal role within the Facilities Department ensuring effective administration support services are being provided to IRW, IRUK, IRAC and other global offices ensuring service users are given a quality level of service at the most economical cost to the organisation. Structure of Division CEO International programmes Communication Human Resources & Organisational Development Finance and Services UK Middle East, Global Giving and Waqf 1

2 Structure of Department Finance & Corporate Services Director Head of Facilities Head of Finance Head of ICT Head of HR Support Services Manager Administration Service Support Officer Administration Service Support Officer Administration and Hospitality Support Service Officer Administration and Reception Suppport Service Officer KEY WORKING RELATIONSHIPS 1. Regular liaison and engagement with IRW internal and external stakeholders to action support requests. 2. Regular contact with external service providers and suppliers to negotiate and order stationary and general consumables. SCOPE AND LIMITS OF AUTHORITY Scope of the Role: Reporting to the Support Services Manager and as a member of the Facilities team, the Support Services Officer is required to plan and prioritise work load on a daily basis ensuring all requests particularly via the Facilities Helpdesk or any other channel are resolved promptly. They will also support the Support Services Manager, Head of Facilities and other Divisional Directors as required. Responsibility for Resources: Maintaining records management system for statutory purposes. Maintaining Administration information systems Donation Station, Facilities Helpdesk and AX Database. 2

3 Monitoring and ordering office supplies and maintaining consignment stocks. Reconciling funds collected at reception during appeals or campaigns. Maintaining stocks of mobile phones and other accessories. Monitoring and topping up funds in franking machine for organisational mail. KEY ACCOUNTABILITIES The job holder is accountable for fulfilling their roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of their colleagues and staff 1. Manage effectively and efficiently the Facilities Management Helpdesk by ensuring all requests especially, Health and Safety, Security, Maintenance, event/catering/room bookings are prioritised and processed promptly. ` 2. Undertake Reception duties as and when necessary, managing the telephony system, Mail management, Donation Station, managing staff car lists, driver screening and any other duties which may be necessary and expected of front of desk staff. 3. Assisting in writing and producing a range of reports relevant to particular duties. 4. Ensure all Facilities invoices are verified and processed via AX software in conjunction with the Finance Department and liaising with suppliers and account managers on invoicing. 5. Ensure organisational asset records i.e. mobile phones, other telecom accessories, company cars and fixed asset registers are maintained and communicated to Asset Manager 6. Maintain and demonstrate achievement of agreed service levels and to support Service Support Managers lead on improvement. 7. Ensure current and accurate record management system is maintained for statutory purposes for any departmental responsibilities such as Fleet management 8. Safely operate a range of office machines such as photocopiers, facsimile machines, franking machine, guillotine, laminators, binding machines and printers; ensuring consumables i.e. relevant cartridges and paper are readily available on a daily basis. 3

4 9. Ensure stationery cupboards are maintained, letter headed paper, envelopes, and other consumables are readily purchased and adequate reserves are maintained. 10. Participate in briefing and debriefing sessions when requested to and to undertake other appropriate duties assigned by the Support Services Manager. 11. Responsible for total mobile communication management dealing with purchase, Invoicing management, technical issues, disposal and daily operational account management 12. Manage and coordinate all hospitality services requests; handling and reconciling funds for meetings, events and purchasing materials which may at times be outside of normal business hours and at weekends. 13. Responsibility for Managing the Travel function, ensuring all flight and hotel bookings are policy compliant; keeping various internal travel related databases current and accurate; carrying out security risk assessments; invoice management; liaising with various travel agents; dealing with emergency tickets, travel medical and insurance related queries PERSON SPECIFICATION It is essential that the post holder shows a good understanding and sympathy with the Islamic values and principles as well as commitment to Islamic Relief Worldwide s vision and mission. Essential: Knowledge, Skills and Qualifications Strong organisational skills and attention to detail; ability to organise; prioritise and work efficiently under pressure and subject to changing priorities; proven experience, meeting deadlines. Excellent communication and interpersonal skills Excellent levels of computer literacy Experience Minimum 5 years previous experience in general administration and customer service. 4

5 Personal Qualities Ability to maintain good working relationships with all staff providing support and assistance as and when required. Desirable: A professional or academic qualification in a Business Administration. Signed by: (Direct Line Manager) Signed by: (Divisional Director 5