Job Responsibilities

• Provide administrative and logistical support to program staff and consultants, including but not limited to expense reports, payment requests, travel arrangements, reimbursements, activity reports, office and computer requests, training coordination, etc.
• Assist in requesting quotations and purchase orders, coordinating supplier deliveries, and scheduling and ensuring the maintenance of program facilities and equipment.
• Organize and maintain an efficient filing system for the supervisor, including subject files, indexes, and cross-references.
• Draft and/or review sub-agreements with collaborators.
• Prepare customs forms for imports and/or transit letter forms, as well as forms related to equipment donations (e.g., inventory tags).
• Manage routine correspondence on behalf of the supervisor, determining the best way to handle inquiries and responding to selected messages.
• Support high-level meetings, including booking rooms, arranging catering, preparing meeting documents/packages, and coordinating communications with participants before and after meetings. Record and distribute meeting minutes.
• Provide administrative support throughout the entire life cycle of subscriptions to journals and other information sources with national and international service providers.
• Support the recruitment and staffing needs of the Local Stall Program, local consultants and social service personnel.
• Coordinate any services for the integration of new employees into the team (computer, office, space, vehicle, housing, mobile phone, etc.).
• Closely and strictly monitor the procurement / purchasing processes for goods and services to expedite delivery timelines and payments, as well as ensure the proper selection of suppliers and the drafting of appropriate contracts with them.
• Perform other support activities as assigned by the immediate supervisor.