GBLCAREERS

The Asia Team Assistant will provide administrative, financial, and logistical support to Asia projects and staff. Reporting to the Senior Project Manager, the post-holder will be a first point of contact for enquiries to the Asia team, and will provide assistance to staff in London and in Asia country offices. The Team Assistant will provide PA support to the Regional Director, including travel booking, diary management and note-taking.

Context: 

BBC Media Action uses various forms of media and communications to tackle poverty and contribute to long-term change in some of the world’s poorest places.

BBC Media Action delivers a portfolio of media projects in Asia. It seeks to expand this portfolio of work, but also ensure that existing projects are delivered on time, to budget and to the highest standards, and in accordance with BBC editorial values.  Projects fall broadly under the themes of governance, health and resilience.  We currently have offices in Afghanistan, Bangladesh, Cambodia, India, Myanmar and Nepal, and are seeking to establish offices in Pakistan and Indonesia.

Location: Ibex House, Tower Hill, London, UK

Contract duration: 8 weeks fixed term contract/attachment, from late August to late October

Pay grade: 4

To apply: 

If you are interested in applying, please send your CV and a short covering letter explaining how you are suitable for the role, why you are interested in the job and when you are available to start to  by 9am on Wednesday 2 August. If you are internal BBC Staff, please confirm you have you line managers permission to apply for this attachment.

Only shortlisted applicants will be contacted.

Please note: you must already have a right to work in the UK for this position. Please confirm that is the case in your cover letter. 

Main Duties:

• Act as a first point of contact for enquiries to the Asia team, both in person and on the telephone and to liaise with staff within BBC Media Action and the BBC as a whole.
• Ensure the efficient operation of office systems, helping to maintain an up-to-date and comprehensive filing system, both paper and electronic, and an Asia-wide contacts database.
• Provide PA support to the Regional Director and manage her diary. Organise travel for the Regional Director, including coordinating preparation of risk assessment forms, detailed itineraries, flights, hotels and visas.
• Obtain resources for the Asia team, both in London and in country offices, including ordering and shipping production equipment.
• Assist in provision of production support when required, including liaison with suppliers, scheduling and overseeing the editing of related material and any further support required from production teams.
• Assist the Asia Project Accountant on routine financial issues such as processing of invoices, collating information about funding submissions, and aiding staff in the preparation and coding of expense claims.
• Provide ad-hoc support to project managers and assistant project managers in project and business development.
• Assist with archiving of Asia publicity material and programmes forms.
• Organise meetings with staff overseas and minute team and other meetings.
• Monitor and update staff and consultants’ movements throughout the region for security purposes.
• Support London-based and international recruitment, including sourcing job descriptions, arranging interviews and assisting with contracting consultants.
• Ensure that new staff are prepared for beginning work by organising their initial requirements before travel, including business cards and insurance.
• Administer the internships programmes including sometimes mentoring interns.
• Undertake other tasks as directed by the Regional Director or Project Managers.

Knowledge, Skills and Experience required

• Exceptional organisational and administrative skills, with experience of working in a busy and demanding office environment, including working with staff in remote locations.
• Excellent knowledge of Microsoft package including Outlook, Word, Excel and PowerPoint.
• Experience managing diaries, preparing meeting papers and taking minutes.
• Proven ability to prioritise work, meet deadlines and respond flexibly to rapidly changing priorities.
• Excellent communication skills, including the ability to deal confidently and effectively with staff at all levels as well as external contacts, both in person and on the telephone.
• Experience of dealing with financial information such as expenses or budgets.
• Attention to detail, the ability to work speedily and accurately under pressure.
• Understanding of international development and the media.
• Strong interest in Asia.

Desirable

• Experience of working as a PA to senior staff.
• Experience working or travelling in Asia.
• Experience and understanding of international development and/or media issues.
• Knowledge of BBC Media Action, its objectives and operation, and an understanding of the wider BBC.

RELEVANT COMPETENCIES:

The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies.

• Planning and Organising – Is able to think ahead in order to establish an effective and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements. 

• Communication – The ability to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information. 

• Problem Solving – Able to simplify complex problems, processes or projects into component parts, explore and evaluate them systematically. Able to identify causal relationships, and construct frameworks, for decision making and problem-solving. Transforms proposals/ideas into practical reality. 

• Managing Relationships – Able to build and maintain effective working relationships with a range of people. Team working.

• Flexibility – Adapts and works effectively with a variety of situations, individuals or groups. Is able to understand and appreciate different and opposing perspectives on an issue, to adapt an approach as the requirements of a situation change, and to change or easily accept changes in one’s own organisation or job requirements.