United States

  • Administrative & logistics Associate

    Location CI
    Posted Date 6 months ago(12/14/2018 11:13 AM)
    Job ID
    # Positions
    Country Office - Ivory Coast
    Education Requirement
    Position Type
  • Overview

    Ipas is a nonprofit organization dedicated to ending preventable deaths and disabilities from unintended pregnancies and unsafe abortion. Through local, national and global partnerships, Ipas works to ensure that women and girls can enhance their sexual and reproductive health via affordable, safe, respectful and comprehensive abortion and contraceptive care. We are currently seeking qualified candidates for the position of: Administrative & logistics Associate for the Ipas Côte d’Ivoire country program, located in Abidjan.

    The Administrative & Log Associate is responsible for providing clerical and administrative assistance to Ipas CDI staff. He/She  processes invoices, coordinates meetings and conferences, maintains and organizes physical and electronic documents, and performs other basic office duties. He/She works closely with Finance Advisor of Ipas Côte d’Ivoire.


    • Develops and properly files correspondence (reports, letters and other documents) intended for both external and internal audiences in coordination with supervisor or other team members, formats report and forms, arranges document translation, and photocopies documentation.
    • Ensures the Ipas Côte d’Ivoire approved suppliers database is regularly updated on the basis of supplier performance feedback.
    • Coordinates team meetings and external meetings, develops work plans to carry out project-related tasks, and manages activity
    • Manages relationships with external entities including external consultants in order to facilitate payments, rates, contracts, and scopes of work.
    • Liaises with the fiduciary agency and the Finance and Admin Associate of the Francophone Africa program
    • Manages 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 and training by booking travel arrangements and hotel accommodations, prepares materials, and creates online meeting centers.
    • Follows up on the execution of contracts.
    • Monitors vendors contracts and initiates renewal before expiry dates.
    • Ensures completeness and filing of consultant-related documentation submitted to finance for payments of consultants claims.
    • Prepares payment requests, initiates electronic payments and order writing of checks, when applicable.
    • Maintains a database of consultants with an update of payments, and performs routine data entry tasks as required.
    • Organizes and scans supporting documentation for data entries in Workday (accounting system).
    • Reviews and manages vehicle log retirement documents and personnel advance.
    • Maintains the asset register and manages
    • Ensures office and IT maintenance and security of all equipment and system.
    • Performs other clerical and administrative duties as assigned.


    • Ivorian national
    • University degree or equivalent
    • 3-5 years’ experience in administrative and logistic support experience preferably with an international NGO
    • Finance support experience, including payment processing, preferred
    • Strong communication skills and attention to detail
    • Strong organizational skills
    • Collaborates well with others and able to work in a multicultural environment.
    • Ability to multi-task and meet supervisor-determined deadlines
    • Fluency in written and spoken French and conversant in English
    • Conversant with computers and adept at Microsoft Office Suite and Skype



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