Administration Officer at World Resources Institute (WRI)

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.

What you will do: 

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.

What you will need: 

• 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.