Position summary:
The Administrative Assistant will provide effective administrative, logistics,
and procurement support for East & Southern Africa (EASA) teams
and programs. The role ensures efficient operations through effective
coordination, documentation and communication.
Responsibilities
- The
Rainforest Alliance’s Core Values are Impact, Change, Collaboration,
Openness and Trust and as such they form the basis of the behaviours we
demonstrate:
Administrative Support:
- Provide
day to day administrative support to the regional team to ensure smooth
functioning of the offices;
- Support
workspace setup and asset allocation for new employees and consultants;
- Maintain
records of contracts, leases, insurance, and office service providers;
- Complete
and submit annual applications for business permit renewals, ensuring
compliance with respective country regulations;
- Contribute
to the annual planning and budgeting process for the region and country
administrative expenses;
- Responsible
for office administration costs management and payments;
Procurement &
Logistics:
- Coordinate
procurement requests and processes in line with Rainforest Alliance
procurement policy and donor rules including vendor communication
(sourcing quotations), vendor management, preparing and processing of
LPO’s and procurement justification memos, confirming products’ samples
and scheduling procurement meetings for selection purposes;
- Responsible
for liaison with vendors for timely delivery of goods and services and
ensuring proper invoicing and processing of vendor payments;
- Responsible
for the contracting process for vendors, suppliers and service providers;
including review and renewal of contracts annually or as necessary,
ensuring continued partnerships and favourable terms;
- Engaging
with vendors for credit facilities for efficiency of service provision.
Travel & Events
Logistics:
- Support
travel arrangements (flights, visas) for staff in the region and
consultants as appropriate;
- Support
technical teams with preparation for workshops, events, meetings, and
trips (flights, conference & accommodation bookings) & procurement
of promotional materials for the workshops;
- Ensure
proper travel documentation and safety protocols are followed;
- Coordinate
logistics for regional workshops including venue selection for team
retreats and all office group activities;
- Provide
support to RA staff visiting the region (invitation letters, visa, hotel
bookings, airport transfers and itinerary coordination as appropriate)
Asset and Inventory
Management:
- Responsible
for office equipment management, maintenance and repairs;
- Responsible
for office vehicle management, maintenance and repairs;
- Maintain
an up-to-date asset register and ensure periodic physical verification;
- Track
movement of equipment and supplies between field sites and offices;
- Support
asset disposal processes in accordance with RA and donor policies.
Office Coordination:
- Work
with the office Assistant/janitor to ensure smooth office operations and
proper office management and maintenance;
- Manage
office supplies and procurement of stationery and equipment; and
- Any
other duties as assigned.
Qualifications
- Bachelor’s
degree in Business Administration, Office management, or related field;
- Minimum
3 – 5 years’ relevant experience in administration and logistics roles;
- Experience
supporting multi-country or regional operations is preferred;
- Excellent
interpersonal skills with ability to interact culturally, linguistically,
and diplomatically with diverse internal and external stakeholders;
- Strong
organizational and time management skills;
- Proficient
in Microsoft Word, Excel and Outlook;
- High
level of integrity and attention to detail;
- Ability
to work independently and collaboratively;
- Experience
in a not-for-profit and international environment preferred.
How to Apply
