Administration Assistant

The Administration Assistant provides daily administrative support to various departments and staff members at the Kinshasa office. The role includes managing office administration, document handling, visitor reception, and supporting logistical arrangements for meetings and travel.

Responsibilities

• Ensure that the Kinshasa office administration meets the needs of the office and all departments in compliance with Save the Children International procedures in DRC.
• Perform routine administrative tasks including preparation, processing, filing and archiving of documents.
• Manage incoming and outgoing mail maintaining updated records and filing.
• Ensure confidentiality and proper preservation of administrative documents.
• Monitor office supplies and consumables including receipt, storage and distribution.
• Maintain order and functionality of workspaces and report maintenance or repair needs.
• Support movements, installations or rearrangements of workspaces.
• Welcome, screen and direct visitors.
• Prepare rooms, equipment, supplies and documents needed for meetings, trainings and other events organized by the office.
• Provide administrative support for staff and visitor travel and accommodation arrangements as instructed.
• Collect and transmit information and documents necessary for administrative follow-up of service providers.
• Respond to routine administrative requests from staff providing efficient and user-oriented service.
• Prepare documents and supporting materials necessary for purchase and payment requests as assigned, following procedures.
• Assist the Admin Coordinator in managing various administrative files.
• Prepare payments related to the administrative department.
• Prepare payment files for occasional agents and consultants and forward them to finance.
• Provide administrative and office support to members of the Management team as needed.
• Contribute to drafting meeting minutes.
• Update attendance lists, place them for weekly signature and file them.
• Report all safeguarding allegations according to local procedures.
• Alert any suspicion of safeguarding cases in compliance with local reporting procedures.
• Participate in investigations on safeguarding allegations and cases as instructed by the Country Director.
• Report safeguarding cases involving partners and other stakeholders including temporary workers and volunteers who are untrained on safeguarding and contribute to induction and refresher training efforts.
• Contribute to identification and analysis of safeguarding risks in respective sectors (Education, Protection, Health/Nutrition, WASH) and areas (Control, Finance, Logistics, Security).

Requirements

• Diploma (Graduat minimum) in Law, Human Resources Management, Administrative and Personnel Management or related field.
• Minimum 1 year of professional experience in administrative management within NGOs in the Democratic Republic of the Congo.
• Knowledge of labor code, social laws, decrees, orders, administrative regulations or other related provisions in the DRC.
• Experience and/or training in personnel management.
• Good analytical skills and methodical mindset.
• Good organizational, planning and task prioritization skills respecting deadlines.
• Good written and oral communication skills in French.
• Good knowledge of Microsoft Office tools (Excel, Word, PowerPoint, Outlook, Internet, basic database use).
• Ability to work in a multicultural and somewhat pressured environment.
• Firm commitment to respect Save the Children values and policies.
• Ability to work with different partners with openness and appropriate communication.
• Knowledge of English is an asset.

Skills

• Administrative Management
• Personnel Management
• Labor Code Knowledge
• Social Laws Knowledge
• Administrative Regulations
• MS Excel
• MS Word
• MS PowerPoint
• Microsoft Outlook
• Basic Database Use
• Document Handling
• Office Management
• Meeting Logistics
• Travel Coordination
• Task Prioritization
• Organizational Skills
• Analytical Skills
• Written Communication
• Oral Communication

Languages

French, English