JOB DESCRIPTION

The individual will be responsible for the organisation and co-ordination of office operations, procedures and resources to facilitate organisational effectiveness and will also provide comprehensive, proactive executive and administrative support to Global Head of Workplace & Facilities and the wider team. The position requires broad administrative and personal assistant skills and a high level of efficiency and proactivity.  They will also ensure smooth running of the London office with respect to facilities.

The position is privy to confidential information that requires the highest level of confidentiality and judgment.  The successful candidate will be required to work with integrity and will naturally seek to engage stakeholders and manage relationships for the long term. Organised and capable of multi-tasking without losing focus they must have the ability to respond swiftly and efficiently to requests.

Requirements

Office management:

Ensuring office efficiency is maintained by carrying out planning and execution of equipment procurement, office layouts and system
Managing front office and all soft and hard services
Maintaining positive and beneficial supplier relationships; continuously reviewing services to ensure they are relevant and cost effective
Key contact: For all workplace-related queries including maintenance, post, supplies, stationery, and equipment, liaising with the landlord, cleaners, and suppliers & managing incoming invoices
Building maintenance and reporting any issues with the building managers, security or maintenance contractors, manage insurance claims
Attending regular tenants’ meetings with building managers
Oversight of relevant budgets; input to planning process and ensuring all office related invoices and expenses are dealt with promptly
Managing office supplies: ordering stationery & business cards; kitchen supplies.
Keeping stocks regularly maintained and replenished, reviewing needs and managing costs.
Balance cost effectiveness of the office’s operations, while maintaining safety and comfort
Review and organise the workplace layout, ensure desk booking tool is properly used, constantly seek out ways to improve the space and environment
Timely set up of all new starters – ensuring that passes, business cards, desk booking tool and desks are all set up prior to start date
Arranging couriers, sign for packages and distribute post
In partnership with the Executive Assistants and support staff, greet guests/ visitors, offer refreshments, and maintain the presentation of the reception area and wider office
Conduct inductions with all new starters; ensure induction is current and aligns with the culture of the organisation
This individual will supervise support and cleaning team who are on-site in and out of office hours; ensuring supplies required are in stock, holidays are covered, and invoices are timely paid.
Maintain up-to-date asset and inventory records.
Monitor usage and ensure proper tagging, movement, and disposal of office equipment and furniture
Track and process lease payments, rent escalations, and utilities charges
Maintain an accurate lease database with critical dates (renewals, expirations, rent reviews).
Collaborates with department heads and leadership to understand workspace, equipment, and operational requirements.
Aligns facilities strategy with the organization’s overall goals—whether that’s cost efficiency, sustainability, expansion, or employee wellbeing.
Acts as a bridge between facility users (employees, guests, vendors) and internal departments to resolve complaints, respond to needs, and enhance user satisfaction
Update on monthly basis carbon data database including scope 1, 2 and part of scope 3 emissions

Project Management:

Manage facility-related project plans from initiation to completion.
Monitor project budgets, ensuring efficient use of resources.
Track expenditures and ensure projects stay within financial constraints.
Oversee contractor performance, ensuring compliance with contract terms and project specifications.
Work with internal departments (e.g., IT) to assess needs and coordinate support.
Act as a liaison between stakeholders and project teams to ensure alignment.
Manage office expansions, renovations, relocations, or infrastructure improvements.
Ensure projects meet safety, regulatory, and environmental standards.
Identify and mitigate project risks and issues and ensure all facility projects comply with local building codes, regulations, and safety standards.
Create and manage detailed project schedules and timelines.
Proactively address delays or issues that may impact project delivery.
Provide regular updates to leadership on project status, risks, and milestones and maintain accurate project documentation, including drawings, permits, and contracts.
Ensure all facility improvements and projects are completed to quality standards and conduct post-project evaluations to identify lessons learned.

Travel:

Support with travel security account and raise any issues or concerns with the Global Head of Workplace & Facilities.
Negotiate hotel, taxi and any other rates – work closely with CIFF’s global travel agency when necessary.
Set up traveller security and medical training on regular basis and maintain a register of the same.

Crisis Management, Business Continuity, Health & Safety:

Ensuring the office complies with health & safety legislation and best practices such as first aiders, fire wardens, accident book, etc.
Support with Crisis Management, Business Continuity and Emergency Response and revise and update plans when necessary and as required.
Ensure Ergonomic Assessments are conducted regularly and work with the Head of Facilities to maintain a register of same.

Administrative Support:

Providing support for events and external meetings and workshops, as required.
Event planning; including internal team meetings and offsites, Staff/team events (Christmas, away days etc.) and planning and co-ordination of high-level meetings, both internal and external in partnership with the EA Team.
General administrative duties, including invoice processing, and management and support for central administrative tools for the team, budget, and Facilities tools.

 

Skills & Experience:

Experience as Facilities Co-Ordinator, Facilities Assistant or Operations Executive. Experience working with NGOs or international organizations is a plus.
Strong administrative experience in a busy and complex environment; good experience as a scheduler.
Proactive to the needs of our office and people and agile and reactive to feedback and requests. Strong interpersonal skills – engages with others to get the best out of them and works well as part of a team.
Excellent time management skills and natural ability to multitask. Ability to work well independently with a hands-on approach; a motivated self-starter with good problem-solving skills.
Problem-solving with the ability to identify the cause of issues, critically consider, and offer a range of potential solutions
A creative and enthusiastic mind with an ability to suggest improvements
A proactive, helpful attitude and the ability to be flexible in various situations
Demonstrates professional, sound judgement and the highest ethical standards, confidentiality and personal integrity
Exceptional client servicing and organisational skills; able to be flexible as priorities and needs change, and works well under pressure
Excellent attention to detail
English is CIFF’s business language – we expect all of our people to display outstanding verbal and written communication skills across all aspects of their role.
Capacity to work under pressure and in a range of cultural and socio-economic contexts, adapting style and approach appropriately and in a culturally sensitive manner to maximise effectiveness
IT proficiency – must possess strong Microsoft skills, particularly in Outlook, PowerPoint, Excel and Word, and have the ability to learn new packages, when required.
Good numeric and analytical skill, with an understanding of budgets.
Knowledge of Ethiopian health and safety standards and building regulations.

Key working relationships:

Global Head of Workplace & Facilities, London

Global Workplace & Facilities Team
The Executive Team and the EA team members
Established points of contact across all CIFF programme teams and functional teams (e.g. finance, HR, legal)
Landlord and External vendors as required
Support Staff (e.g. Cleaning & Maintenance team)

Benefits

The starting salary for this role is USD 30,800 per annum.

CIFF operates a hybrid work policy across all locations, which means employees work in the office and some of the time from home. We are happy to provide more information on this as part of the recruitment process.

Alongside a competitive salary, we offer a generous benefits package here at CIFF that includes, but is not limited to the following.

Annual leave – 25 days per annum. Increasing by 1 day after each year of service to a maximum of 30 days.
Bonus – CIFF currently operates a discretionary bonus scheme.
Training allowance
Wellbeing allowance
Life insurance
Medical insurance

Please submit your application on or before 29th July 2025. CIFF reserves the right to close the job advert early if we receive a high number of suitable applications.

CIFF is a place where everyone can grow, develop and fulfil their potential, and we welcome applications from all candidates who meet the requirements of our roles, regardless of their sex, gender identity, sexual orientation, race, national origin, cultural or ethnic background, disability, marital status, religious identity, or age.

And we are committed to making reasonable accommodations for any prospective or existing CIFF employees with disabilities. If an accommodation is needed to participate in our recruitment process, or to perform essential job functions once in role, please make your recruiter aware so we can ensure you are given the support you need.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements