United States

  • Administrative and Logistics Associate

    Location FA
    Posted Date 2 weeks ago(10/3/2018 10:02 AM)
    Job ID
    2018-1945
    # Positions
    1
    Category
    Country Office - Francophone Africa
    Education Requirement
    Bachelor's
    Position Type
    Contract
  • Overview

    The Administrative Associate is responsible for providing clerical and administrative support to Ipas staff. The Administrative and Logistics Associate processes invoices, coordinates meetings and conferences, maintains and organizes physical and electronic documents, procures items and purchases for the team and performs other basic office duties.

    Responsibilities

    • Drafts correspondence (reports, letters and other documents) intended for both external and internal audiences in coordination with supervisor or other team members, formats reports and forms, coordinates document translation, and photocopies documentation;
    • Coordinates team meetings and external meetings, develops work plans to carry out project-related tasks, and manages activities agendas;
    • Liaises with external entities including external consultants in order to facilitate payments, rates, contracts, and scopes of work;
    • Collaborates with caterers and other external vendors to plan and execute off-site events;
    • Prepares travel arrangements for Ipas staff, processes expense reports, submits documentation for review and manages petty cash;
    • Facilitates conferences by booking travel arrangements and hotel accommodations, prepares materials, and creates online meeting centers;
    • Ensures completeness of and filing of consultant-related documentation submitted to finance for payments of consultants claims;
    • Maintains a database of consultants with an update of payments made to them and performs routine data entry tasks as required by managers;
    • Maintains the asset register and oversees the inventory;
    • Maintain the quality and accessibility of archive and file documents.
    • Performs other clerical and administrative duties as assigned.

    Requirements

    • University degree or equivalent
    • 3-5 years’ experience in administrative support preferably with an international NGO
    • Strong interpersonal communication skills and attention to detail
    • Strong organizational skills
    • Highly resourceful and pro-active
    • Collaborates well with others and able to work in a multicultural environment
    • Ability to multi-task and meet deadlines
    • Fluency in written and spoken French and conversant in English
    • Excellent computer skills and adept at Microsoft Office Suite and Skype

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