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Administration Assistant (Operations) - Fixed Term Maternity Cover

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Job Reference: G4S/RM/1159
Number of Positions: 1
Job Category: Risk
Contract Type: Full Time
Salary: Competitve
Location: London
G4S Region:
Country:United Kingdom

G4S Business Unit:
Closing Date: February 3, 2013

Job Introduction:

An opportunity has arisen within G4S Risk Management's Ordnance Management division for an Administration Assistant (Operations) to cover maternity leave on a fixed term contract.  You will provide administrative support to the Operational Management team and overseas field offices.

The ideal candidate will have experience within a fast-paced, multi-site environment and will have the ability to manage several projects at one time whilst working to tight deadlines.

G4S Risk Management is the specialist protective security and consulting arm of G4S plc, the world’s leading international security solutions group and a FTSE 100 listed company.  It builds on the comprehensive experience and the global expertise of G4S, with its 600,000 employees and an annual turnover in excess of £5 billion.  G4S Risk Management provides a range of services for clients operating in complex or sensitive environments.

G4S Risk Management’s primary focus is to provide national governments, multinational corporations and international peace and security agencies operating in hostile or sensitive environments with:

  • Protective security services
  • Risk advisory and consultancy services
  • Specialist training
  • Ordnance Management Services including Mine Action Services, Weapons Reduction and Explosive Ordnance Management
  • Development and reconstruction services.

Role Responsibility:

General support

  • Coordinate marketing material including annual OM calendar
  • Order business cards from relevant supplier for team members
  • Organise travel requirements for head office management as required
  • Organise conference calls and meeting rooms as required
  • Maintain the uniform stockroom, performing regular stock checks and updating the clothing spreadsheet as clothing is allocated. Order re-supply.
  • Organise training days as required e.g. Microsoft Project training
  • Order stationery for the OM team and maintain stocks


Logistics and Procurement

  • Service support to head office management and field offices
  • Ensure field offices are supported correctly as requests and enquiries are received, including providing options and taking cost and other aspects into account.
  • Administration of Fixed Asset Requests (FARs) and Purchase Orders (POs)
  • Assist with logistics and procurement aspects for proposals which G4S OM submits.
  • Research into various potential suppliers, equipment capabilities, routing (air, sea and land), costings and highlighting any potential problems which may incur additional time and cost
  • Agree equipment for proposal submissions and provide Equipment Specifications, Equipment Inventory Lists, Costings and Gantt charts
  • Procure and arrange delivery of equipment from suppliers’ warehouse to the required delivery location, including coordinating with suppliers, clearing agents and where relevant the client to ensure all import and export paperwork is complete and correct. Monitor shipments to ensure equipment arrives in time to meet contractual deadlines.
  • Provide logistics support to field projects as required
  • Collect and collate equipment and logistics information on an ongoing basis.


Bid preparation

  • Backstop and assist Bid Manager when required
  • Produce due diligence and compliance matrices for Request for Proposals as required
  • Produce project Gantt charts as required
  • Collate and format master documents as required
  • Organise best submission mode – adhering to strict deadlines
  • Prepare the hard copy proposal documents and present in format required


Monthly Tasks and Returns

  • Maintain the clearance statistics spreadsheet
  • Maintain EHS statistics
  • Process monthly invoice for conference phone use
  • Process of Requests for Funds, expenses and incoming invoices (e.g. satellite phones, Thuraya’s & BGANs)
  • Maintain Purchase Ledger
  • Maintain the CRM database and tracking opportunities and bids as required
  • Conduct weekly tasks including:
    • submission of invoice forecast to the finance department,
    • submission of invoices for payment to the finance department
  • Carbon footprint reporting (biannually)


Any other ad-hoc duties as required

The Ideal Candidate:

  • Experience of working within a fast-paced, commercial environment, preferably within an international, multi-site organisation within different time zones.
  • Strong organisational and prioritisation skills with the ability to manage several different projects at any one time to meet challenging deadlines.
  • Strong verbal and written communication skills – confident and engaging with the ability to converse with employees at all levels of the business and with external customers and suppliers.
  • A team player with a flexible and pro-active approach to work tasks. Thinks ahead and takes the initiative.
  • Must have the ability to competently navigate Microsoft Word, Excel and Outlook, including the ability to maintain and manipulate data in Excel spreadsheets and have at least a working knowledge of basic formulae and functions
  • Must be able to demonstrate excellent attention to detail, with a methodical and systematic approach to record keeping and maintenance; keeping abreast of complex administration processes.

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Please Note: The application deadline for this job has now passed.