BBC Media Action
Job Description
Title:
Team Assistant, Asia (2 posts)
Department:
BBC Media Action
Grade:
4
Reports To:
Senior Projects Manager
Based:
White City, London, UK
Duration:
One
continuing
contract
and
one
5
month
fixed
term
contract/attachment
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. To achieve this,
we partner with civil society, local media and governments to:

Produce creative programmes based on robust research in multi-media formats which
inform and engage audiences around key development issues.

Strengthen the media sector through building professional capacity and infrastructure.
BBC Media Action is recruiting two Team Assistants to work in the Asia team regional
team, one on a continuing contract and one for 5 months. We currently have offices in
Afghanistan, Bangladesh, Burma, Cambodia, India and Nepal; projects in Pakistan and a
pan-Asia research project, Climate Asia, working across seven countries. Projects fall
broadly under the themes of governance, health and resilience.
Job purpose
The Asia Team Assistant will provide administrative, financial, and logistical and
production support to Asia projects and staff. Working with one other Team Assistant and
reporting to the Senior Projects 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. The post is based in
London with the possibility of some international travel.
Main Duties

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.
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
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.

Provide PA support to the Regional Director and manage her diary. Organize 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 and stationery.

Assist in provision of production support when required, including the coordination of
any filming or recording in London, 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 preparation,
collection and transfer of advances, or 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 programme reviews with teams overseas and minute team and other
meetings

Monitor and update staff and consultants’ movements throughout the region for
security purposes.

Maintain relevant personnel records e.g. appraisals, leave records, contracts details
and update the International Overseas Database.

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, when directed, including mentoring interns.

Undertake other tasks as directed by the Regional Director or Project Managers.
Essential skills and experience

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.
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
Attention to detail, the ability to work speedily and accurately under pressure.

Understanding of international development and the media.

Strong interest in Asia.
Desirable skills and experience

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.

An awareness of BBC rules and regulations.

Experience of using and updating a SharePoint site
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.
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