Office Assistant

The World Future Council is looking for a:

Position: Office Assistant (German and English speaking)
Title: PA to the Chair / Office Manager (UK)
Location: WFC Office, London
Reports to: Jakob von Uexkull, Chair of the Management Board / Rob van Riet, Coordinator, Peace and Disarmament
Hours: 25 hours per week
Starting: September 2016 (negotiable)
Period: 6 months, with possible prolongation.
Salary: GBP 12.5k – 14k gross per annum (depending on experience/qualifications)

Deadline for applications: 29 July 2016 (12pm noon)


Responsibilities:

1. Personal Assistant to WFC chair and the Coordinator – Peace and Disarmament Programme:

  • Manage and respond to enquiries in English and German
  • Research and type speeches in English and German
  • Channel information requests
  • Update the WFC calendar
  • Assist with general correspondence and liaising with external partners
  • Integrate details of new contacts into the Filemaker database
  • Keep track of expenses and make travel arrangements
  • Additional personal assistant support on an ad hoc basis
  • Ability to work on Microsoft and Mac

2. Administration/ Office assistance:

  • Order, file and archive paper documents, books and other publications received or produced by WFC
  • Ordering new material, liaising with the media department
  • Maintain the London office, its facilities and equipment in good working order and manage relations with the office provider
  • Support the WFC UK in the day-to-day management of WFC activities
  • Receiving visitors and assuring hospitality for meetings
  • Induction of new employees at the London office (installation and introduction of K:drive, printer, Filemaker, StaffWiki, Podio, etc.)
  • Additional office support on an ad hoc basis.

3. Finance and Accounting:

  • Responsible for all banking enquiries and occurring problems
  • Responsible for the UK Administration budget
  • Responsible for payroll (staff being paid correctly and on time)
  • Conduct UK and bank transfers and administer cash

4. Fundraising

  • Help researching potential funders/funding organisations
  • Write occasional funding proposals

Profile:

  • Be interested in and sympathetic non-profit work
  • Excellent oral and written communication skills in both English and German, other languages an asset
  • Excellent research, organisational and computer skills including touch-typing at a speed of >60 wpm
  • Ability to perform and manage several tasks concurrently and to work under stress
  • Ability to work both independently with good judgment and initiative and as part of an international team
  • Experience with financial administration as well as event management desirable
  • EU work permit is required

Please send your application including:

  • Cover letter
  • CV (please indicate your level of German and English)
  • Typing test score (click here for test; result may be verified at interview)

to Anna Richtmann, anna.richtmann@worldfuturecouncil.org. Subject heading: Office Assistant and your name.

Deadline: 29 July 2016, 12pm noon. Only candidates invited for interview will be contacted. Interviews will take place in the week of the 08 August 2016 in London or via video calls (depending on location of candidate).


The World Future Council consists of 50 eminent global change-makers from governments, parliaments, civil society, academia, the arts and business. We work to pass on a healthy planet and just societies to our children and grandchildren with a focus on identifying and spreading effective, future-just policy solutions.