Administrative Assistant

Position description

Relief International (RI) is an international non-profit organization that partners with communities impacted by conflict, climate change and disaster to save lives, build greater resilience and promote long-term health and wellbeing.

Our team of staff and local volunteers work in 15 countries across Africa, Asia, and the Middle East, providing Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education and Livelihoods programming that creates the foundation for community resilience.

We do this by working with local actors to develop safe and inclusive local programming that is evidence based, conflict sensitive, climate smart, and reaches those in need.

Relief International is an alliance of three organizations with one shared mission, comprised of Relief International, Inc., Relief International-France, and Relief International-UK, which operate under a one-team concept under a single senior leadership team.

About our Programs.

RI is active in 16 countries around the world, including some of the most fragile: Afghanistan, Bangladesh, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, Somalia, South Sudan, Sudan, Syria, Turkey, and Yemen. Often, RI is the only organization providing assistance to highly vulnerable communities.

RI employs about 5,000 staff and auxiliary workers

97% of staff are local nationals and there are about 90 international (expat) staff.

RI receives funding from a broad range of institutional donors – US,UK, Europe, and the UN, to delivery life-saving and resilience building programming with communities and local and international partners. RI supports solutions that reinforce and improve upon existing in-country systems. Where such systems do not exist or are chronically underperforming, RI’s crisis response lays the foundation for long-term, sustainable change.

Position Summary.

The Administrative Assistant’s primary role is to support the strategic objectives of the organization, by providing high-level support to the CEO and other Global Senior Leadership Team Members. The Administrative Assistant, interacts with RI’s CEO, Global Senior Leadership Teams, Country and Regional leaders.

Reporting to xxx, the Administrative Assistant will provide high-level administrative support to RI’s CEO, including proactively managing schedules, calendars (internal and external), planning and organizing travel and meetings, processing expenses, and drafting communications.

In addition, the role will be responsible for administrative issues within the DC area such as, check deposit to the bank, processing registration documents with the different administrative offices in DC, and other duties related to RI’s registration in the U.S.

The successful candidate must be service minded, resourceful, highly organized, an excellent communicator – written and verbal – able to work with teams and independently, proactive, and exercises excellent judgment.

Key Responsibilities and Duties.

DC office administration

• DC office administration, including daily mail processing, phone management, and file/supply organization.

• Process checks scan and deposit to the bank

  Manage of the notarisation for legal documents and the process related to legal

• Ensure the procurement processes related to the DC office

• Organize in person and virtual meetings, including all scheduling, coordination, reminders, and logistics when necessary

• Attend meetings when requested to record and produce minutes and manage any related videoconferencing technology

Assistance to CEO

• Manage the CEO’s calendar in MS Outlook, including making appointments

• Manage and arrange end to end travel for CEO and SLT

• Coordinate/facilitate CEO signature and approval processes

  Prepare CEO timesheet and expense reimbursement and credit card reconciliations monthly documentation.

Qualifications

Essential:

• Experience supporting senior leaders
• Experience providing administrative support, including but not limited to scheduling, meeting coordination, file management, drafting communications, and managing travel and expenses.
• Must live in the Washington DC area for processing bank and administrative duties.

Desirable:

• A proactive, self-starter with an approachable “can do” customer service mindset.
• Willingness and energy to research and learn new tools/skills.
• An excellent writer – e.g., email correspondence, internal communications, briefings, and copy-editing capability.
• A “people” person – the right candidate will communicate respect and deep appreciation for those who commit time, energy, and resources to fulfil our mission, and will contribute to a friendly and supportive team and office culture.
• A technology enthusiast with the ability to manage MS Outlook
• A Detail-oriented organizer with a flair for process/systems improvement and team coordination.
• Flexibility, creativity in problem solving, and patience required to fully support the CEO and other staff carrying heavy workloads at peak times during the year.
• Interest or experience in the field of international humanitarian and development assistance

RI Values.

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

• Inclusiveness
• Transparency and Accountability
• Agility and Innovation
• Collaboration

Application instructions

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