Administrative Assistant

Role Overview

This position anchors the day-to-day administrative operations of a busy regional office, ensuring that staff, visitors, and external partners experience smooth, professional interactions. You will be the person behind the scenes who keeps office systems running reliably, coordinates travel and events, and supports procurement and compliance — freeing the wider team to focus on their core mission.

Key Responsibilities

• Act as the first point of contact for internal teams and external visitors, managing phone calls, welcoming guests, and handling incoming and outgoing mail distribution.
• Oversee service provider relationships for essential office functions, including lease agreements, internet connectivity, cleaning services, and plant maintenance, ensuring contracts remain current and performance is acceptable.
• Coordinate travel arrangements for staff and visitors, including flights, insurance, visa processing, and accommodation, while also supporting logistics for workshops, meetings, and internal events.
• Maintain accurate physical and digital filing systems, prepare correspondence, and ensure documents can be retrieved quickly and securely.
• Procure office supplies such as stationery, kitchen consumables, and cleaning materials, then manage inventory levels and track all company assets through tagging, maintenance, and disposal.
• Support vendor management by tracking contracts and performance, and serve as secretary to the Country Procurement Committee by scheduling meetings, taking minutes, and following up on action points.
• Assist with new staff onboarding by arranging workspaces, providing administrative guidance, and delivering orientation support.
• Monitor operational safety and health requirements, renew business permits and fire safety certifications, manage petty cash, and process vendor payments accurately and on time.

Requirements & Qualifications

• Bachelor’s degree in business administration, office management, secretarial studies, or another relevant discipline.
• Two to five years of administrative or office support experience, ideally within a regional, multinational, or similarly diverse environment.
• Proven ability to work proactively with a positive attitude, demonstrating strong social skills and comfort collaborating across culturally different teams.
• Experience assisting senior managers or leadership teams is considered a valuable advantage.
• Fluency in English is essential, and professional working knowledge of French would be beneficial.
• Excellent organizational and time-management abilities, with a demonstrated capacity to prioritise competing tasks without losing accuracy.
• Strong written and verbal communication skills, including comfort drafting professional correspondence and interacting with stakeholders at all levels.
• Solid proficiency in Microsoft 365 tools such as Outlook, Word, Excel, PowerPoint, and Teams.
• High attention to detail, sound judgment, and the ability to handle confidential information with discretion.
• A practical problem-solving approach and the ability to coordinate multiple needs calmly and efficiently.