Office Associate
2 months ago
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**Chemonics Background**:
Chemonics International is a major international development consultancy, with a 46-year history and a track record for delivering integrated solutions across multiple sectors and geographies to support the achievement of sustainable development goals. With experience in over 150 countries and a global network of over 5,000 technical specialists, Chemonics is recognized as one of the world’s leading partners for international development.
Chemonics UK was established in 2019 and has quickly developed a strong and diverse portfolio of UK Aid-funded programs. Chemonics UK works with government and development sector counterparts across three continents to deliver programs in sectors including climate action, education, peacebuilding, stabilization, social cohesion, and research.
**Main** **Purpose** **of** **the** **Role**:
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The Chemonics UK, London office comprises of two floors, within a shared tenancy building with a current staff head count of approximately 100 employees.
The Office Management team is at the forefront and responsible for day-to-day management of Chemonics UK office. The Associate will work collaboratively to maintain a positive, efficient working environment along with providing admin, finance, and logístical support. The role will also include close monitoring of Smartsheets and support ad hoc admin and operational requests.
- Assists in responding appropriately and quickly to requests for support from various department. This includes, but is not limited to, liaising with other departments, projects, or Business Liness to resolve office, admin. and operational issues and ensure compliances with rules, regulations, and corporate policy.
- Prepares files (sort and keep them in order) and updates Chemonics SharePoint page, and other standard forms.
- Takes the lead on processing corporate card requests and reconciles UK corporate cards along with UK travel forms.
- Manages and leads the UK Approvals dashboard Smartsheet by processing Agreements, Purchase Orders, and different request types in line with the Chemonics UK authorities matrix.
- Updates and keeps track of all staff contact numbers in Chemonics UK Security Alert Group.
- Provides travel support for employees and consultants visiting Chemonics UK London office by gathering relevant travel information, seeking necessary travel authorisations and approvals. Helps with desk booking system, access to office and informing on office health and safety rules.
- Coordinates with office services and IT support on facility, equipment, and supply needs.
- Supports Chemonics UK platform including office services, building management and other ad hoc tasks as necessary.
- Oversees reception services for the London office, working in collaboration with building management, to manage visitors and the provision of access cards, office lockers. Helps to ensure staff safety and security and to ensure that office rules are respected. Escalates any issues accordingly.
- Contributes to financial management, including consultant vendor and supplier invoices, monthly expense monitoring, review of staff licenses in the Billie software, and collating office VAT invoices.
- Serves as First Aider and Fire Warden and covers Office Manger while out of office.
- May contribute dedicated time to other workstreams and functions to achieve Business Line goals, including new business, project management, and technical practice contributions.
- Performs other duties as directed and required by Chemonics UK.
**Events**:
- Supports the coordination of corporate and staff events, including preparing event space, placing catering orders and other logistics as required.
- May occasionally, with notice, require working late at on-site events.
**Others**:
- Contributes to the onboarding of consultants and new employees by submitting IT tickets, managing UK listservs and supporting with office induction.
- Manages relationships with internal and external suppliers to provide better office services.
- Other duties as assigned may be expected within the scope and grade of the role.
**Person Specification**:
To perform this job successfully, the Associate must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills, and/or abilities needed to perform the principal duties.
**Essential Skills**:
- Experience as an Office Assistant or Administrative Assistant preferred.
- Ability to solve admin. and office problems based on relevant information, resources, and knowledge.
- Demonstrated
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