Deadline: 20 December 2015
Open Society Foundations (OSF) is currently seeking applications from the eligible applicants for the post of Facilities and Events Assistant in London, United Kingdom.
The Facilities and Events Assistant is responsible for performing skilled administrative and manual duties in relation to facilities and events coordination in the Open Society Foundations London office.
The OSF works to build vibrant and tolerant democracies whose governments are accountable and open to the participation of all people.
Key Jobs Responsibilities
The Facilities and Events Assistant will perform the following functions-
- Manage and maintain electronic and physical records, inventory and contact database in relation to events and facilities suppliers, vendors and contractors.
- General administrative support to facilities department and events management, including preparing external letters, post management and distribution, invoicing, updating intranet and providing cover for receptionists as needed.
- Assist the facilities manager with providing a clean and safe work environment, helping with basic office maintenance tasks, preparing work stations for new employees, assisting office moves and acting as fire marshal.
- Provide event co-ordination services including booking of the internal meeting spaces, arranging the provision of catering and ensuring the smooth delivery of the event on the day.
- Act as point of contact for external visitors, providing travel and hotel arrangements, greeting visitors and conducting health and safety briefings for individuals and in relation to events.
- Maintain relationships with events suppliers, hotels and caterers, negotiate rates and conduct external visits to event and accommodation facilities for quality inspections.
- Organize and coordinate office social activities, including two office parties.
Eligibility Criteria
Applicants must have-
- Experience working in a facilities position, preferably with experience in data entry, invoicing and stationary ordering.
- Events and facilities coordination experience desirable.
- Experience using events management software, room booking systems, and/or VC equipment desirable in addition to experience booking hotels, managing day to day relationships with managers working with caterers is desirable.
- Awareness of health and safety in the workplace requirements an asset.
- A flexible approach to work with willingness to assist with basic office maintenance tasks and occasional out of hours work.
- Proven customer service skills, with a pleasant, diplomatic manner in interacting with staff and general public.
- Excellent written, verbal, organizational, analytical and interpersonal skills.
- Excellent computer skills, proficient in Microsoft office and experience with internet based research.
- Excellent listening and communication skills with sensitivity to cultural communication differences.
- NGO or foundation experience/interest in human rights preferred.
How to Apply
Applicants must submit their applications through online process.
For more information, please visit OSF.
