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Projects and Office Assistant

Department

Administrative Support

Entity

Institute for the Study of Muslim Civilisations

Location

London, United Kingdom

Introduction

Salary range: £24,000 per annum pro rata

The Aga Khan University (International) in the United Kingdom is currently recruiting for a full-time Projects and Office Assistant on a 6-month fixed-term contract to provide administrative support to the Head of Operations and Assistant Manager, Operations and Programmes. The tasks under this role will relate to Project Support, Office Administration, and Accounts.

Responsibilities

Main Duties:

Office Administration:
  • Work with event organiser(s) and the Events Team to organise logistics for events and meetings
  • Act as a point person for event organizer(s) and the Events Team
  • Organise local and international travel and accommodation for colleagues within AKU-ISMC and, if required, those visiting from other AKU and AKDN locations
  • Assist with procurement of food and office supplies for seminars/workshops, events, meetings and general office requirements
  • Attend events, as required
Accounts:
  • Process payments including invoices/expenses, credit card payments, etc.
  • Review account receivables and enter receipts and payments into books
  • Maintain petty cash
  • Assist with credit card reconciliation
  • Assist the Finance team with completing paperwork (including approvals) for payments
  • Maintain fixed assets physical inventory
  • Maintain excellent records to facilitate internal and external audits
  • Assist in monitoring grants
  • Maintain student accounting and support the administration of student financial assistance
Project support:
  • Coordinate all administration for institutional projects and serve as the main point of contact for assigned projects
  • Administrative support for research projects, working closely with the Research Grants Manager and research grant holders
  • Liaise with relevant stakeholders, as required, for institutional projects and activities
Other Duties:
  • Undertake any tasks that may be assigned from time to time by the Assistant Manager, Operations and Programmes and the Head of Operations.

Requirements

Essential:
  • Undergraduate degree
  • Demonstrable experience and competence in Finance and Accounting
  • Extensive experience in organising events and logistics 
  • Demonstrable experience with statutory filing requirements in the UK
  • Strong understanding of internal financial controls and awareness of financial risks
  • Excellent communication skills; written and verbal
  • Ability to write formal business correspondence
  • Ability to engage sensitively and effectively with people at all levels across functions in an international environment
  • Ability to work accurately with attention to detail, multi-task and meet deadlines
  • Excellent proficiency in the use of Microsoft Office packages, particularly Excel spreadsheets
Desirable:
  • Training in Accountancy

To Apply

Interested candidates should send their CV and completed application form to ismc.personnel@aku.edu. Incomplete applications will not be considered.

An application form and job description can be downloaded here.

Application Deadline: 10 June 2022 or earlier. Applications will be reviewed as they are received and the position will be closed as soon as a suitable candidate is found. 

Note: Due to the large number of applications expected, we will only contact candidates short-listed for interview. If you have not heard from us within four weeks after the closing date, please presume that your application has not been successful.

By submitting an application, you provide your consent to the Institute under the Data Protection Act 1998 to share the contents of your application with relevant colleagues at other locations of the University and in the field for completing this recruitment exercise.

Applications should be submitted latest by June 10, 2022