Commercial Officer/Contracts Administrator

Job type:
Till end of Jan 2018
Ajay Nehra Consulting T/A AJACO
flag_no United Kingdom
project ID:

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Commercial Officer/Contracts Administrator

Key Skills & Requirements

  • Knowledge of e-sourcing
  • Central Government experience
  • Desirable: Contracts Administration experience
  • Desirable: Experience of working within the Civil Service at this level
  • At least two years experience of providing Director/Deputy Director level support within a complex organisation
  • Line Management experience
  • Excellent interpersonal skills
  • Exceptional organisational skills and the ability to multitask
  • Excellent oral and written communication skills
  • Be highly numerate
  • Well developed Microsoft Office skills, including advanced level skills in MS Outlook, Word and Powerpoint, and at least an intermediate level knowledge of Microsoft Excel.
  • The ability to learn company-specific software if required
  • Flexibility and adaptability
  • Tact and diplomacy
  • The ability to work under pressure and to tight deadlines
  • The ability to be proactive and work on your own initiative
  • Honesty and reliability
  • Attention to detail
  • Discretion and an understanding of confidentiality issues
  • The ability to remain calm under pressure and to think on their feet in a crisis.
  • The type of person who can adapt quickly to change Desirable
  • Shorthand

Job Role

  • Job Title: Executive Personal Assistant
  • Based in Inner London: Marsham Street
  • Security Clearance Level Required: 3. CTC - Counter Terrorism Check

Job Description

  • Supporting the Sourcing and Category Leadership teams to develop and maintain a pipeline of opportunities and known sourcing activity

  • Support development of the team SDM to deliver the relevant aspects of the Commercial Directorate Business strategy and maximise VFM

  • Provide support to Senior/Sourcing Specialist, teams and support compilation of the following:

  • Provides the full range of executive personal assistant, administrative and secretarial support to the Director including ensuring an appropriate balance of support is provided;

- correspondence and email management

- diary management

- undertake compliance checks and due diligence

- meeting arrangements and event management

  • Provision of administrative duties, general office cover for telephones, hosting visitors

  • Work in partnership with legal and other specialist resources

  • Co-ordinate and support business level reporting, dashboards and key metrics

  • Support the development, maintenance and operation of standard sourcing policies, processes and systems and contributing to continuous improvement

  • Develops comprehensive working procedures within the office, including establishing and maintaining office filing systems, management of office moves and desk allocation; ensures that processes and procedures are adhered to. Ensures activity is redirected to wherever appropriate.

  • Produces minutes/a record of meetings as requested by the Director, communicates outcomes and ensures that follow up action is taken.
  • Acts appropriately and independently as the situation requires with a wide range of internal and external stakeholders, understands the confidential nature of the role. Builds relationships with other business areas through personal contacts and through gaining a reputation for high quality of work and dependability. Works with the rest of the Directorate team to ensure effective delivery of work, including providing cross-cover support.
  • Ensures that the Director is fully prepared for all activities undertaken in the course of their day to day activities, including writing, commissioning, co-coordinating and quality assuring briefings as necessary. Provides a conduit between the Director, staff and external stakeholders.
  • Ensures that appropriate processes are in place to ensure that the day to day administrative requirements such as expenses, travel and accommodation bookings and all appointments are managed effectively.
  • Prepares papers and presentations as directed.Liaison/co-ordination and monitoring of requests as they arise within and for the Directorate; prioritises tasks/activities and interactions; pro-actively manages the Directors diary to reflect work priorities and key objectives.