Job Highlight:
You will help drive the efficiency and effectiveness of the
office by managing cross-cutting administrative functions, facilitating smooth
internal operations, and supporting the delivery of internal and external
engagements, meetings and high-level events. This role calls for a resourceful,
detail-oriented professional who can anticipate needs, manage complexity, and
uphold the standards of a globally engaged leadership office. You will
integrate equity into your work.
You will report to the Managing Director Partnerships &
WRI Africa and will work closely with the Strategic Assistant and the
Senior Advisor to the MD.
Responsibilities
Conference, Events, Meetings & Engagements (50%):
- Support
smooth execution of the Managing Director’s participation in external
events, meetings and engagements through planning logistics and outreach
e.g. the Africa Climate Summit, G20, COP30 etc.
- Organize
and prepare for business travel, including hotel and flight bookings,
flight check-in, pre-travel paperwork, visas and other requirements (e.g.,
medical testing or vaccinations) and creating detailed itineraries
- Manage
meeting venue reservations, registrations, coordination of badge
collection, taxi and transfer reservations and coordination
- Manage
correspondence for logistical information including the development and
design of event information packs
- Liaise
with point of contact persons to coordinate logistical details of
internal/external events
- Coordinate
and manage speaker, key guests and participant logistics, M&IE, per
diem
- Coordinate
the design and printing of documents, posters, e-fliers and required
material for meetings and events
- Support
the smooth execution of events, meetings, and workshops convened by the
Managing Director by coordinating both virtual and in-person logistics for
domestic and international engagements. This includes venue reservation
and management, registrations, supplier sourcing, procurement, catering,
equipment, translators, travel, and visa arrangements
- Coordinate
event participant travel, accommodation, and per diem support, including
proper documentation and compliance
- Ensure
all necessary secretariat materials, presentations, and documentation are
prepared for events e.g. meeting and registration documents, business
cards, name tags, stationery
- Set
up and prepare meeting rooms for meetings including the audio-visual
equipment, refreshments, and material required for the meetings
- Assist
in drafting letters, thank you notes and trip reports for events, meetings
and workshop engagements
- Support
the Strategic Assistant and Strategic Advisor on administrative and
operational matters
Office Operations & Process Management (30%):
- Maintain
an updated contact database of key stakeholders and partners
- Provide
support on multiple administrative issues to ensure efficient and
effective running of daily operations in the office
- Maintain
records, databases, and filing systems for easy access to information
- Ensure
compliance with internal administrative policies and procedures
- Management
and storage of MD assets including event material
- Coordinate
and schedule team meetings and assist in coordination of team’s planning
process e.g. brown bags
- Liaise
with designers to design documents, e-fliers, power point slides and
required material
- Process
contracts, requests for proposals, and other formal documentation for
various initiatives
Expenses & Payments Administration (20%):
- Manage
and process expenses including credit card expenses, travel M&IE, per
diem
- Process
invoices for payment including supplier and consultant payments
- Process
the MD’s timesheets
- Ensure
proper documentation and filing of contracts, agreements, and
administrative records
- Support
finance teams with the Executive Office budget management.
Qualifications
- Education: You
have a completed bachelor’s degree in in a relevant
field such as Business Administration, Office Management, International
Relations, Public Administration, or a related
discipline. Relevant work experience is accepted in lieu of a degree
- Experience: You have 3+ years full-time
relevant work experience in an administrative or executive assistant role
- Experience in travel
management, events and meeting management (virtual and in-person)
- Experience
working with Microsoft Office (Word, Excel, Access, PowerPoint, Teams),
Sales Force, meeting applications such as Zoom and MS Teams
- Languages: Proficiency
in verbal and written English, additional language skills are a plus
- Requirements: Existing
work authorization is required where this position is based. WRI is unable
to authorize visa work authorization.
How To Apply
