POSITION SUMMARY - This position is based in Gaborone, Botswana
Reporting to the Procurement Manager, the Administrative Assistant is responsible for providing general administrative and logistical support to the project. The incumbent duties include organizing organizational records, maintaining inventory of office supplies and fleet management responsibilities. They will provide administrative support to the office of the Country Director for systematic office management while also being responsible for scheduling appointments, meetings, and conferences, distributing mail and managing travel arrangements. In addition, they will provide logistical support to the office or field sites to help ensure the smooth and efficient operation of the assigned location(s). The amount of time devoted to these dual roles will vary according to the needs of the project or field location.
RESPONSIBILITIES
Administrative Functions
* Receiving and directing visitors, answering phone inquiries and handling enquiries in a courteous, professional manner
* Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies as well as maintaining a professional relationship with vendors.
* Working in collaboration with the Procurement Manager, they will assist in procurement including seeking quotations / pro-forma invoices
* Occasionally traveling off-site to deliver correspondence, reports or files and as duty dictates, support and accompany management on field trips
* Ensuring the confidentiality and security of files and filing systems
* Coordinating on-site meeting schedules, arranging and setting-up meeting equipment, and distributing meeting memos and reports.
* Operating office equipment, fax/ copy machines, printers or other equipment, as necessary
* Ensure general office upkeep
* Provide administrative support for project meetings, workshops and events
Field Logistics Duties
* Work with site staff to support site locations facilitating so they are accessible to staff and visitors, fully operational, and secure.
* Provide logistical support and order supplies as needed.
* Regularly inspect site equipment and provide as-needed cleaning and maintenance to ensure they are in proper working order.
* Provide logistical support for site meetings, trainings, and events, where appropriate.
* Provide support for related administrative and operational functions as directed.
Driver Duties
* Provide prompt and reliable transportation for CI staff and visitors. Arrange for alternative transportation as needed.
* Facilitate visitor and staff arrival and departures to and from local airports or site locations.
* Manage transportation needs for field trips or site visits.
* Coordinate vehicle use and maintain logbooks and vehicle registers.
* Ensure that all vehicles have current licenses, inspections, insurance, etc. appropriate to their use and in compliance with local laws.
* Inspect vehicles periodically to ensure safe and reliable vehicle operation. Manage maintenance schedules and arrange vehicle maintenance and repairs, as needed.
* Report as necessary any vehicle management issues, including accidents and/or break downs in line with local law requirements.
WORKING CONDITIONS
* Normal office environment.
* The position is based in Gaborone with regular travel to remote locations (where they work under supervision of Landscape Managers).
* Flexibility to occasionally work outside of normal work hours for any additional office events.
* Travel to field locations across project areas is expected.
QUALIFICATIONS
Required
* A clean valid Class B driver's license
* Up to 2 years of related work experience providing administrative and office support.
* Fluency in Setswana and working knowledge of English
* Excellent organization and communication skills.
* Ability to prioritize, manage, and complete high-volume tasks by deadlines.
* Proficiency with MS Office, Google Mail, and web researching skills.
* Service focus. Courteous, tactful, and proven ability to work effectively with others.
* Demonstrated experience overseeing fleet or vehicle maintenance schedules.
Preferred
* Certificate in Business Admin/Secretarial/HR/Procurement/Transport Management/Records Management or Bookkeeping.
* Experience in a field logistical support role is an added advantage.
* Clear understanding and ability to follow procurement processes.
* Knowledge of the roads in project areas preferred.
For complete job description and to apply, visit:
https://phh.tbe.taleo.net/phh04/ats/careers/v2/viewRequisition?org=CONSERVATION&cws=39&rid=2716
HOW TO APPLY:
To apply for this position, please submit a resume and cover letter. See all Conservation International Career Opportunities HERE (https://www.conservation.org/about/conservation-international-jobs)
https://phh.tbe.taleo.net/phh04/ats/careers/v2/applyRequisition?org=CONSERVATION&cws=39&rid=2716