Administrative Assistant

City, Cote dIvoiremid

Administrative AssistantAdministration & Office Support

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Overview

POSITION: Administrative AssistantLOCATION: We will only consider candidates legally authorized to work in Côte d'Ivoire.

Technical Tools

Administrative AssistantAdministration & Office Support

~1 min read

Provide daily 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

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 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

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 Rainforest Alliancestaff visiting the region (invitation letters, visa, hotel bookings, airport transfers and itinerary coordination as appropriate)

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 Rainforest Alliance and donor policies.

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

Bachelor's degree in Business Administration, Office management, or related field
Minimum 3 - 5 years' relevant experience in administration and logistics roles
Proficient in Microsoft Word, Excel and Outlook