Administrative & Front Desk 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 & Front Desk Assistant to provide comprehensive administrative support to our team. The successful candidate will contribute to the smooth functioning of our operations, assisting with various administrative tasks while ensuring coverage of Front Desk responsibilities.
Responsibilities:
MSSP Front Desk
Overall responsibility for ensuring the Reception/Front Desk of the MSSP Kinshasa office meets international quality standards.
- Front Desk : provide a welcoming environment to visitors to the project office during opening hours as the visitors’ first point of contact. Record presences as requested. Maintain attractive front desk space; suggest and implement enhancements.
- Conference and Workshop Support : coordinate with and support the CLA & Training teams to ensure smooth preparation and running of conferences, seminars and workshops.
- Booking and Planning : oversee bookings of meeting space and arrange for related logistics and support needs.
- Communications Management : handle calls, mail, and electronic communications; compose and type correspondence on behalf of MSSP staff and interface as appropriate to parties passing through or using the project office.
- Messaging route messages and information to appropriate individuals, paying attention to swiftly channeling communications to office staff, other project offices, external parties, etc.
Administrative Assistant:
Work closely with the MSSP Operations Team to provide operational support to all project activities :
- Information Management – maintain accurate records, files, and databases, ensuring data and other information is organized and easily accessible.
- Records Management: maintain office filing systems; prepare and distribute minutes from meetings.
- Travel Management: assist the Logistician on travel arrangements for staff and consultants.
- Procurement: initiate procurement actions such as office supplies and other materials to ensure an adequate supply (paper, markers, toner, stationery, cleaning products, kitchen needs, etc.) for the day-to-day running of the office and of the CLA and training teams.
- HR : support HR Manager in functions, such as recruitment and onboarding.
- Finance Administration : assist with financial administration tasks, such as processing invoices, and petty cash management.
- Compliance : ensure compliance with organizational policies and procedures, including data protection and confidentiality.
- Other duties: perform other duties as assigned by management to support the overall objectives of the organization.
Qualifications:
A. Education
- Bachelor’s degree in business administration, Office Management, or related field preferred.
B. Experience
- Minimum of 5 years of 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.
- Attention to detail and accuracy, with a commitment to maintaining high standards of work.
D. References
A minimum of three recent work-related references are required.
Location:
Kinshasa, DRC
How to apply:
To apply, please lodge your CV through SoCha website or using the following link :
https://jobs.socha.net/administrative-and-front-desk-assistant-mssp-drc/02/19/2024/
