Reception Administrator

BACKGROUND

Over the past 90 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster. 

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable. 

IRC UK

IRC UK is part of the IRC global network, which has its global headquarters in New York. Our team in the UK works to raise profile, deliver policy and practice change, and increase funding to help restore health, safety, education, economic wellbeing and power to people devastated by conflict and disaster. Since 2021, IRC UK has also provided integration services directly to refugees in England, a programme that is rapidly growing.  

In Europe, the IRC also has offices in Berlin, Bonn, Brussels, Geneva and Stockholm.  

The Purpose of the Role

Support the operations functions within the London Headquarters and contribute to effective management of our workspace.

Scope and Authority

Authority:

• None

Responsibility for Resources:

• Responsible for daily activities of the workplace both office a virtual environment

Key Working Relationships

• Reports to Head of Facilities and Procurement

KEY ACCOUNTABILITIES

Support the daily functions of the London HQ Workspace

•               Creation and Issuing of ID Badges, Access Fob and Locker allocation and inventory.

•                Arranging new starter inductions and material

•                Report issues that may require assistance from the building management and Security teams.

•                Reception duties

•                Liaising with key Workplace suppliers

•                Answering, screening, and forwarding phone calls.

•                Meeting and greeting visitors (internal and external)

•                Booking meeting rooms / desks, arranging catering, and setting up meeting space.

•                Arranging couriers and handling deliveries

•                Keeping the reception area tidy and functional.

•                Keeping Kitchen and break area tidy

•                Replenishing catering supplies

•                Ordering workspace supplies for office and hybrid use

•                Sorting and distributing posts.

•                Maintenance of Reception Guide and Visitor information

•                Willing to take on Fire Marshal and First Aider duties.

•                Credit Card Reconciliation

•                Support and create Data Statistic on office occupancy.

•                Supporting the Supply Chain team with purchasing administration

•                Purchase request and purchase order creation

•                Administration duties for the Head of Facilities and Procurement

•                Adhoc remote support for Brussels and Geneva as directed by line manager

 

PERSON SPECIFICATION

Essential

Skills, Knowledge and Qualifications:

 

·       Strong emphasis on accuracy and detail

·       Willingness to go the extra mile.

·       Strong written communication skills

·       Ability to handle multiple needs simultaneously to meet goals and deadlines.

·       Proficient in Microsoft Office programs, such as Excel and office 365

·       Good time management and organizational skills

·       Be a great teammate.

·       Good numerical skills.

·       Commitment to IRC’s values

Experience:

·       Knowledge of MS office 365 dynamic or other ERP systems

·       Proven experience of working within an office environment and front of house

 

You must have the right to work in the UK.

The application deadline for this role is Monday 30th of September 2024.

IRC UK strives to be an equal opportunities employer. IRC UK is committed to equality of opportunity and to non-discrimination for all job applicants and employees, and we seek to ensure we achieve diversity in our workforce regardless of gender, race, religious beliefs, nationality, ethnic/national origin, sexual orientation, age, marital status or disability. 

IRC UK welcomes applications from all candidates, including underrepresented groups and refugees who have the right to work in the UK.  

IRC UK will ensure that individuals with disabilities are provided with reasonable adjustments to participate in the job application and/or interview process, and for essential job functions if appointed to a role. Please contact us if you may need such adjustments.