Administrative Assistant at Rainforest Alliance

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.