We don’t just talk, we do. Lead the change with us.

At the Tony Blair Institute for Global Change, we work with political leaders around the world to drive change. We help governments turn bold ideas into reality so they can deliver for their people. We do it by advising on strategy, policy and delivery, unlocking the power of technology across all three. And by sharing what we learn on the ground, so everyone can benefit. We do it to build more open, inclusive and prosperous countries for people everywhere.

We are a global team of nearly 800 changemakers, operating in more than 30 countries, across five continents. We are political strategists, policy experts, delivery practitioners, technology specialists and more. We speak more than 45 languages. We are working on over 100 projects, tackling some of the world’s biggest challenges. We’re all here at TBI to make a difference.

In a world of ever more complex challenges, we believe diversity of background and perspective is a strength. We pride ourselves on a culture that values and nurtures difference. We are dedicated to unlocking potential, not only for the countries we work in but also for each of our team members. No matter where you’re from or who you are, if you’re passionate about the transformative power of progressive politics, we invite you to build a better future with us.

Role Summary

Know-How:

• Manage all aspects of day-to-day facilities within the Institute office to ensure a pleasant, welcoming environment for visitors and staff.
• Ability to portray a discreet and professional approach to work as well as a corporate image to all visitors at the office.

Accountability:

• Oversee the cleaning and maintenance needs of the building through direction of contractors;
• Ensure that reception services are provided to a professional standard
• Ensure that secondary services are managed to a high standard such as mail, courier and taxi services

Responsibility:

• Supervise and conduct general day to day facilities duties throughout the office;
• Assist in the setup of events and on site meetings, including hybrid meetings;

• Manage online orders of supplies as and when required

• Processing of incoming and outgoing email, mail and courier services

• Manage the kitchen and communal areas, ensuring all hygiene requirements are met, consumables are stocked and maintained at appropriate levels
• General upkeep of the office space and storage areas throughout
• Provide cover on reception desk as and when required
• Light cleaning during the day as and when required
• Manage the cleaning needs of the building through direction of the cleaning team;
• Perform ad hoc tasks as required and directed by your supervisor or their designee;
• Ensure health and safety standards are maintained in line with governing regulations;
• Provide administrative assistance where required (eg maintaining databases; preparing relevant badges for external meetings)

Business support functions

• Ensure a facilities list is kept up to date
• IT: liaise with central IT support and HR onboarding teams, to ensure that all staff have adequate IT equipment
• Admin: support the Director and team with logistics support
• Travel: Support any visa applications for team and visitors

Safety, security and access

• Ensure that office premises are compliant with fire regulations and equipped with firefighting equipment where necessary
• Act as the point of contact in country to carry out safety or security tasks as directed by the Global Security and Operations team
• Maintain an up-to-date country Flap sheet and communications tree

It is also expected that the postholder will cover any other duties as required where capacity and availability permits. These duties will be communicated in advance and agreed with the Director where possible.

Judgement:

• Maintain an adequate supply of consumables throughout the office, anticipating possible needs and delays in supply chains and managing the order process to achieve this
• Managing time sensitive priorities and showing adequate judgement based on need
• Collaborating and supporting other teams when required

**Ambition:***.*

• Contribute to improving the working space for staff as well as bring forward potential cost savings to help meet the organisations objectives;

Person Specification

• Ability to complete physical tasks in a timely, accurate and organised manner

• Ability to safely complete manual handling tasks (lifting, moving and storing objects)

• Understand and demonstrate the ability to apply Health and Safety procedures relevant to the role
• Relevant experience delivering administrative support in an efficient manner
• Ability to deal with everyday problems: to identify which problems should be referred to a supervisor, which problems can be dealt with, and which situations are an emergency
• Ability to work flexibly to meet deadlines and respond to unplanned situations
• Self-motivated, committed to high standards and attention to detail
• Professional outward facing demeanour
• Ability to work flexible hours when required for specific building needs
• The person must have the right to live and work in the EU.

Closing Date:

2024-02-07