Administrative Assistant -

Administrative Assistant

Long Term Technical Assignment

Democratic Republic of Congo

Company Profile:

SoCha (meaning “Social Change”) is an independent Monitoring, Evaluation and Learning (MEL) firm that provides bespoke solutions to social challenges. We are a US-registered, veteran-owned small business and staff support offices in Nairobi, Bangkok and Mauritius. SoCha currently supports assistance interventions across Asia and Africa.

Background:

SoCha, LLC is contracted to provide technical and advisory services to the United States Agency for International Development in the Democratic Republic of Congo (USAID/DRC) on the 5-year Mission Strategic Support Program (MSSP). The purpose of MSSP is to provide services assisting the mission with strategy and activity-level performance monitoring, evaluation and learning, including conducting data gathering and verification, data visualization, data quality assessments, impact and performance evaluations, assessments, organizational learning, and MEL capacity building.

Position brief:

We are seeking a detail-oriented and proactive Administrative Assistant to provide comprehensive administrative support to our team. The successful candidate will play a crucial role in ensuring the smooth functioning of our operations, assisting with various administrative tasks, and contributing to the overall efficiency of our organization.

Responsibilities:

Support the finance, operations and technical teams as required
Work closely with the HR /Operations and Logistics/Finance Specialists to provide operational support to all project activities.
Support operations and technical teams by scanning documents and providing copies in a timely manner.
Maintain project files and assist with office management
Information Management –maintain office filing systems; maintain library resources; take, prepare, and distribute minutes from meetings.
Meeting, Travel, and Schedule Management – assist the Logistician and Office & HR Manager to manage these office functions
Support procurement actions of office supplies and materials (e.g., for workshops) and ensure an adequate supply of office materials (paper, toner, stationary, cleaning substances, toiletries etc.) for the day-to-day running of the office.
Conference and Workshop Coordination – Coordinate as needed with the CLA & Comms Advisor and Capacity Building and Training Advisor to ensure smooth preparation and running of conferences and workshops
Assist staff with overflow work including word processing, data entry and internet research tasks.
Provide welcoming environment to visitors to the project office, as the first point of contact.
Communications Management – Handle calls, mail, and electronic communications; compose and type correspondence; and interface as appropriate to parties passing through or using the project office.
Route messages and information to appropriate individuals, paying particular attention to channeling communications to other project offices.
Manage courier and deliveries to the office in a timely manner
Oversee bookings of office space and arrange for related needs

The tasks outlined above are indicative, but not exhaustive for the roles and other tasks may be assigned by supervisor, the COP or their designee(s).

Qualifications:

A. Education

Bachelor’s degree in business administration, Office Management, or related field preferred.

B. Experience

Proven experience in administrative support roles, preferably in a non-profit or NGO setting, donor organizations or private-sector institutions.

C. Skills

Proficiency in MS Office Suite (Word, Excel, Power Point, Outlook) and other relevant software applications.

Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
Strong communication skills, both written and verbal, with a professional and courteous demeanor.
Proficiency in English and French
Ability to work effectively both independently and as part of a team, with a positive attitude and willingness to learn.