Administrative Assistant

Job Posting Organization:
Pact is an international nonprofit organization that has been operational since 197

• It works in nearly 40 countries, focusing on building solutions for human development that are evidence-based, data-driven, and owned by the communities it serves. The mission of Pact is to create a world where all people are heard, capable, and vibrant. The organization collaborates with various partners to enhance resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact. Pact's Programs Department plays a crucial role in achieving its global strategy by ensuring program excellence through continuous learning, monitoring, and evaluation, while also providing thought leadership across the industry.

Job Overview:
The Administrative Assistant position is designed to provide essential administrative support to the Pact team, particularly in the context of the ACHIEVE Liberia project. This project is funded by the U.S. Department of State and aims to address critical gaps in maternal and child health within Liberia. The role involves supporting the Project Director and Operations team by coordinating meetings, managing schedules, maintaining filing systems, overseeing facilities management, and handling office procurement. Additionally, the Administrative Assistant will be responsible for logistical coordination for events and meetings, as well as managing travel and transportation needs related to the project. The position also includes receptionist duties, ensuring a welcoming environment for guests and visitors.

Duties and Responsibilities:
The Administrative Assistant will undertake a variety of responsibilities, including but not limited to: providing general administrative support to the Project Director and Operations team; overseeing office maintenance and lease agreements; managing office assets in accordance with Pact policies; liaising with service providers; maintaining an organized electronic filing system; attending to reception duties, including package deliveries and guest reception; assisting with office logistics such as moving furniture; ensuring the availability and tracking of office supplies; taking meeting minutes and circulating reports; processing travel requests and ensuring compliance with travel policies; logging travel and logistics information; assisting with staff orientation on travel policies; and arranging logistics for meetings, workshops, and events. The role requires a proactive approach to managing multiple tasks and maintaining a high level of organization.

Required Qualifications:
Candidates must possess a Diploma or Post Secondary Certificate in Secretarial Studies, Office Administration, or a relevant qualification. A minimum of 3 years of experience in Office Administration is required, along with experience in organizing large meetings and training events. The ideal candidate should be high-energy, self-motivated, and capable of working independently while being highly organized and results-oriented. Attention to detail is crucial, as is the ability to manage competing tasks and remain calm under pressure. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and strong typing skills are essential. Fluency in English is mandatory, and knowledge of a local indigenous language is preferred. Willingness to travel if necessary is also required.

Educational Background:
The position requires a Diploma or Post Secondary Certificate in Secretarial Studies, Office Administration, or a related field. Relevant qualifications that demonstrate administrative skills and knowledge will be considered advantageous.

Experience:
The candidate should have a minimum of 3 years of experience in Office Administration, with a proven track record of organizing large meetings and training events. Experience in a fast-paced environment is beneficial, as the role demands the ability to handle multiple tasks efficiently and effectively.

Languages:
Fluency in English is mandatory for this position. Additionally, proficiency in one local indigenous language is preferred, which would enhance communication with local stakeholders and communities.

Additional Notes:
This position is likely to be full-time, and while specific details regarding contract duration and compensation are not provided, candidates should be prepared for a role that may involve travel and engagement with various stakeholders. The Administrative Assistant will be expected to comply with all company policies and procedures, including completing compliance training topics by the designated deadlines.