Logistics and Administration Officer

Description:

We're looking for a candidate to fill this position in an exciting company.



Role Overview:

Reporting to the Chief of Party (COP), the individual will be responsible for coordinating all logistics related to program activities, including liaising with vendors, travel agents, service providers and partners. They will provide administrative and executive support to the Chief of Party and manage the administrative needs of the ARISA Advisory Council. They will also provide administrative support to selected consultants where required.
Oversee and coordinate logistics within the Program including travel arrangements, liaising with travel agents, transport and accommodation vendors, and managing M&IE disbursements during travel for the team, regional and international staff, partners and participants at ARISA events.
Review, improve and implement proper logistics policies, procedures, and processes.
Document events/trainings, including filing and storing event photos, reports, invitation lists, agendas, etc. electronically and when appropriate, in hard copy form.
Distribute internal plans and calendars of events to the ARISA team such as dates of review meetings, program activity trackers etc.
Administrative Support
Diary management for the COP as required, along with call and meeting scheduling, as necessary.
Set up internal/external meetings with team members and other internal and external partners as required.
Act as the point of contact for the COP where required.
Manage information flow in a timely and accurate manner.
Respond timely to ad hoc administration requests from the COP and the Council, including drafting letters, making calls, printing/scanning/binding documentation as required and undertaking research as instructed.
Assisting with the COP and Council's personal office administration - expense claims, and information, delivery of documents etc.
Ensuring the COP is kept up to date with any information relating to partners that related to ARISA's work
Track daily expenses and prepare weekly, monthly, or quarterly reports where necessary for the COP and selected consultants.
Support with timesheet completion for the COP and selected consultants and chase any submission delays.
Minute taking, where required.
Preparation of meeting rooms, meeting packs and catering for meetings to be held by the COP.
Assisting with Advisory Council functions (sending invitations on behalf of ARISA, setting up dates of meetings, arranging catering and setting up of boardrooms etc.)
Arranging onboarding for new staff, team building events, new staff welcoming events and farewells.
Where applicable welcome and assist visiting staff with meetings, parking and catering needs.

Qualifications and Experience:
Bachelor's Degree, Post Graduate Diploma or Professional Degree in Administration/ Management/Logistics or equivalent.
At least 3 -5 years of experience