Administrative Assistant

Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven and owned by the communities we serve. Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact.

Programs - Pact strives for a world where all people are heard, capable, and vibrant. The Programs Team helps realize this objective by bridging program management, technical support, and business development, enabling Pact to achieve its global strategy. We ensure program excellence through continuous learning, monitoring and evaluation and provide organizational and industry-wide thought leadership by leveraging a complementary set of cross-functional, multi-disciplinary skills, expertise, and experiences. The Programs team: influences progressive change through the development and implementation of global and regional strategies and business plans; supports advancement of innovative solutions; pursues new business opportunities; and drives effective internal and external engagement to maximize Pact’s impact across the globe. Across all aspects of its role, the Programs Department adheres to and promotes a culture of inclusion, accountability, and respect.

The Administrative Assistant will be responsible to provide administrative assistance to support the Pact team in supporting the roll out of the ACHIEVE Liberia project. ACHIEVE is a global project funded through the U.S. Department of State and implemented by Pact. ACHIEVE Liberia addresses maternal and child health gaps and supports the Government of Liberia to improve maternal and child health outcomes by improving quality of care, access to services, data systems, and human resources for MCH services. The activity will support the availability of and access to quality lifesaving maternal, newborn, and child health services, and enhance health workforce capacity.

 

This position is responsible for administrative support to the Project Director and Operations team, particularly assistance in meeting coordination and scheduling, maintaining filing system, facilities management, office procurement, logistical coordinanation for events/meetings, and manage project-related travel and transportation needs. The Administrative Assistant will also serve as a receptionist.

Administrative & Office Support

• Provide administrative support for Project Director general administrative support to the Operations team.
• Oversight of office maintenance and lease, through coordination with landlord/contractors, as needed.
• Oversight of office assets according to Pact policies and procedures by maintenance of inventory tracking.
• Liaising with all service providers concerning the service rendered or to be rendered.
• Assist in maintaining the filing system (electronic). This includes filing the final versions of activity materials on the Pact server and SharePoint site, on a monthly basis.
• Attend to reception area whenever the need arises, including receipt of package deliveries/pickups and welcoming guests.
• Assist with moving of furniture and or equipment at the office as needed from or to storage.
• Ensure office supplies are available and tracked.
• Take meeting minutes and circulate reports.

Logistical & Travel Support

• Receive all travel requests and process them with designated travel agent/s and service providers.
• Ensure completeness of travel request form, including relevant authorizations and supporting documentation.
• Timely logging of travel and logistics tracker and within budget
• Ensure compliance with Pact travel policy and USG rules and regulations in all departmental documentation e.g. Travel Authorizations, Service Provider Purchase Orders, and supporting negotiation memos.
• Keep up with current travel notifications, venue changes and vendor feedback from travellers.
• Assist with orientation and training of all staff members (current and new) on Pact travel and events policies and procedures, especially when revisions are made.
• Collect and drop off travellers, Pact office staff and external visitors from and to their destinations whenever the need arises.
• Arrange logistics (secure venue, arrange travel/transportation,  for meetings, workshops, or events  and other events in cooperation with Opearations and Technical teams.

Employee complies with all company policies and procedures, including completing all compliance training topics by the deadline to satisfy each and receiving the corresponding acknowledgment statement that the training has been completed.

 

All other duties as assigned. 

• Diploma or Post Secondary Certificate in Secretarial Studies or Office Administration or relevant qualification will be an advantage
• Minimum of 3 years’ experience in Office Administration;
• Experience in organizing large meetings and training events
• High energy, self-motivated, independent worker who is highly organized, results orientated and deadline drive
• Excellent attention to detail
• Ability to manage competing tasks and ability to stay calm under extreme pressure
• Ability to work in a high profile and fast paced environment
• High level Computer Literacy in Microsoft Word, Excel, Power Point, Outlook, Internet and Typing.
• Must have fluency in English and preferably one local indigenous language.
• Should be willing to travel if/when necessary.