Administrative Assistant

About the Role

We are an international Halal Certification Body specializing in certification, inspection, and conformity assessments across sectors including food, tourism, healthcare, cosmetics, and pharmaceuticals. Our work ensures compliance with Halal standards, international regulations, and pertinent requirements. To support our expanding UK and global operations, we seek a detail-focused, well-organized, and motivated Administrative Assistant for our London office.

Position Summary

This role involves administrative support linked to certification processes in Halal certification, food safety, quality management, tourism, healthcare, and other related conformity assessments. The position blends office management, document control, client and partner communication, and certification administration duties. Regular communications with English and Arabic-speaking clients and stakeholders are essential, necessitating fluency in both languages. The role is office-based at our London branch.

Key Responsibilities

• Manage document control, records handling, and compliance tasks.
• Support certification and technical staff with administrative assistance.
• Oversee daily office operations and general administrative functions.
• Handle incoming/outgoing correspondence, including emails and phone calls.
• Arrange meetings, coordinate travel plans, and manage appointments.
• Prepare reports, presentations, and various business documentation.
• Maintain and organize filing systems ensuring effective document management.
• Manage office supplies and support overall office environment.
• Communicate with clients, partners, accreditation entities, government officials, and stakeholders from the UK, Middle East, and international markets.
• Assist with certification, inspection, and compliance administrative tasks.
• Demonstrate flexibility to take on additional duties as necessary to support team and organizational needs.

Qualifications & Skills Required

• Fluent English and Arabic skills, both written and spoken.
• Strong interpersonal and communication abilities.
• Excellent organizational skills and time management capabilities.
• Meticulous attention to detail and commitment to accuracy.
• Capacity to work independently and juggle multiple priorities effectively.
• Proficiency with Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.
• Professionalism coupled with a customer-focused approach.
• Trustworthiness, integrity, and discretion when managing confidential information.
• Prior experience in administration, office management, customer service, certification, or compliance-related roles is advantageous.
• Legal eligibility to work in the United Kingdom is mandatory.

Preferred Qualifications

• Degree in related disciplines such as Food Engineering, Food Technology, Chemical Engineering, Biotechnology, Agriculture, Nutrition, Quality Management, Veterinary Sciences, Pharmacy, Healthcare Management, or Business Administration.
• Experience in food industry environments, certification, quality assurance, food safety, healthcare, or regulatory compliance.
• Familiarity with Halal certification requirements and food manufacturing processes.
• Knowledge of management systems and standards like ISO 9001, ISO 22000, HACCP, FSSC 22000, GMP, GHP, or other similar schemes.
• Experience working with technical documentation, product specifications, ingredient assessments, and compliance evaluation.
• Exposure to certification bodies, conformity assessment organizations, inspection, or quality management systems.
• Possession of a valid driving license.
• Readiness to travel occasionally for business within the UK and internationally.

Personal Attributes

• Upholds professional and ethical standards.
• Exhibits strong planning and organizational skills.
• Ability to operate efficiently in a multicultural and international setting.
• Proactive attitude oriented toward problem-solving and improvements.
• Effective multitasking and deadline management capabilities.
• Committed to ongoing learning and career development.

Career Growth Opportunities

The organization supports professional advancement and continuous education. Candidates with technical or scientific backgrounds have potential pathways into roles involving certification, technical review, compliance appraisal, scheme management, client services, auditor training, and international certification projects.

Benefits and Work Environment

• Permanent full-time position following a probationary period.
• Competitive salary aligned with qualifications and experience.
• Work within a globally-oriented certification and compliance framework.
• Access to professional development and formal training.
• Exposure to international standards and certification systems.
• Modern office facilities located in London.
• Supportive and professional workplace culture.
• Opportunities to influence the growth of Halal certification services worldwide.
• Long-term career progression within an expanding international company.