About the Administrative Assistant role

This role will offer support to the Administrative Lead and the office, including but not limited to

• Assist in the general office administration
• Manage service providers’ payments
• Ensuring the organization meets all local compliance requirements
• Assist in all office immigration processes (for example, visas, work permits etc.)
• Track contracts- start and end dates for all necessary employees
• Assist in petty cash management
• Prepare the bank account and petty cash reconciliation
• Keep track of the monthly payments
• Producing reports and composing correspondence
• Participates in the office Social and Cultural Committee (SCC) group and contributes to event planning, coordination, and identifying of themes that need to be acted on
• Helps manage office culture and morale and assists new staff in acclimating to life with IDinsight
• Creating presentations
• Help reinforce office culture and staff to acclimate to IDinsight work culture.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing and expediting orders for supplies
• Provide general support to visitors.
• Participate in planning and gathering agendas for various events and sessions
• Supervise cleaning and security services.

Qualifications

• Strong organisational skills that reflect an ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
• Excellent written and verbal communication skills
• Emotional maturity
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and satisfaction
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• A forward-looking thinker who actively seeks opportunities and proposes solutions
• Bachelor’s degree required
• At least two years of experience

Professional development

Skill and career development are core to IDinsight’s values and long-term impact strategy and have been noted as highlights of teammates’ experiences. IDinsighters receive significant mentorship from IDinsight leadership and support from talented peers and are given considerable autonomy when ready. They maintain professional development plans and are provided « stretch » opportunities designed to strengthen a variety of skills. Real-time feedback is embedded in our culture, and a formal structure enables maximum professional growth. Additionally, teammates have access to an annual professional development stipend that they are encouraged to utilise to explore their career interests and develop their skills.