Job Description

Office Management 

• Carry out routine tasks to ensure that the office is a safe working environment
• Complete weekly stock reports on office supplies
• Carry out general office duties as requested by the Operations Manager

Procurement 

• Provide support to the procurement activities.
• Liaise with finance team on payments to vendors/suppliers
• Monitor and keep accurate records of the Programme Asset & inventory Registers.
• Support the delivery arrangements of all goods including printed materials.
• Establish a good working relationship with suppliers, including the establishment of maintenance agreements for items such as generators, ICT equipment etc.

Events and Logistics 

• Supporting the Technical Team in the organisation of events, meetings and workshops.
• Liaising with hotels and accommodation providers
• Support the Operations Manager and Assistant Project Manager in the effective mobilisation of international staff and sub-consultants coming from overseas, including
• Communications with UK team members for support with visa applications, flight bookings, and security briefings.
• Management and timely communication of local arrangements such as airport transfers and hotel bookings.
• Supporting the development and regular update of welcome packs and induction information.

Administration 

• Supporting sub-consultants with their administration and other arrangements
• Managing the mobile communications (office phones, phone credit, internet, etc)
• Manage meeting room bookings, and ensure the room is set up as per need.
• Maintain operations records in accordance with Mott MacDonald processes and procedures
• Supporting in the ethics, transparency and accountability principles of the Programme and of Cambridge Education (Mott MacDonald);
• Be proactive and responsive to performing any other duties and responsibilities as assigned by the Operations Manager or Senior Management Team.