Administrative Assistant at ThinkWell

Description
Administration

• Planning and coordinating administrative procedures and systems and devising ways to streamline processes.
• Prepare written communication such as drafting letters as required for the administration of the country office.
• Provide administrative support during meetings.
• Taking minutes during meetings for the purpose of ensuring the activities are well planned and operate smoothly.
• Support staff in editing documents and presentations as required.
• Act as a PA to the Regional Director.
• Assist in coordination with event stakeholders.
• Arrange travel, accommodation, and cash advances for ThinkWell’s staff and partners.
• Handle workshop arrangements for ThinkWell as requested.
• Support the creation and distribution of content such as blogs, infographics and program highlights on ThinkWell socials – LinkedIn, Youtube, Twitter etc.
• Communications & Event Planning

Office Management

• Support in planning and monitoring of all office responsibilities (supplies, IT, communications, utilities, contracts for office services).
• Procurement support (IT vendor, manage IT equipment and service provision, office and staff).
• Ensure filing systems are maintained and current.
• Support the day to day running of the office (transport and accommodation bookings, organizing meetings and meeting rooms, managing the inventory lists and all related correspondences).
• Coordinate with Talent Team and assist in local staff recruitment eg scheduling interviews.
• Support new hire onboarding and introductions.
• Support the coordination of any training for personnel and allocate office space.
• Support staff development activities.
• Support in proper accounting of all project transactions using ThinkWell’s accounting system and in line with local and funding agency requirements.
• Support in processing invoices and staff advances/expense reports.
• Support in recording accounts payable and accounts receivable.
• Performs other related duties as assigned.

HR and Finance

Requirements

• BCOM/BA/BS and 3+ years’ experience;
• Demonstrated skills and experience in office administration and logistics;
• Relevant work experience in management consulting firm, bilateral or multilateral development agency, and/or NGO with some experience supporting projects in low or middle-income countries;
• Technical savvy and strong computer skills, MS Excel skills and IT familiarity;
• Proficiency with Microsoft Office applications including Word, Excel and PowerPoint;
• Demonstrated poise and professionalism in engaging with external partners, donors, and stakeholders;
• Full English fluency;
• Outstanding cross-cultural communication skills, including the ability to relate respectfully with staff at all levels, ages, genders, nationalities and orientations as well as across work areas;
• Excellent analytical and numerical skills;
• Exceptional problem solving and decision-making aptitude.