ADMINISTRATIVE ASSISTANT – Conservation International

VACANCY ANNOUNCEMENT

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries. Conservation International partners with governments, companies, civil society. Indigenous peoples, and local communities to help people and nature thrive together.

ADMINISTRATIVE ASSISTANT

Position Summary

The Administrative Assistant is responsible for providing general administrative and logistical support to the project. His/her duties include organizing company records, maintaining inventory of office supplies and fleet management responsibilities. He/she is also responsible for scheduling appointments, meetings, and conferences, distributing mail and managing travel arrangements.

In addition, He/she will provide logistical support to tne office or field sites to help ensure the smooth and efficient operation of the assigned location(s). The amount of time devoted to these dual roles will vary according to the needs of the project or field location.

KEY RESPONSIBILITIES Administrative Functions

• Greeting and directing visitors, answering phone inquiries and handling enquiries in a courteous, professional manner
• Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies
• Assist in procurement incl. seeking quotations / pro-forma invoices
• Occasionally traveling off-site to deliver reports or files
• Ensuring the confidentiality and security of files and filing systems
• Coordinating on-site meeting schedules, arranging and setting-up meeting equipment, and distributing meeting memos and reports.
• Operating office equipment, fax/ copy machines, printers or other equipment, as necessary
• Ensure general office upkeep

Field Logistics Duties:

• Work with site staff to support site locations facilitating so they are accessible to staff and visitors, fully operational, and secure.
• Provide logistical support and order supplies as needed.
• Regularly inspect site equipment and provide as-needed cleaning and maintenance to ensure they are in proper working order.
• Provide logistical support for site meetings, trainings, and events, where appropriate.
• Provide support for related administrative and operational functions as directed.

Driver Duties

• Provide prompt and reliable transportation for Cl staff and visitors. Arrange for alternative transportation as needed.
• Facilitate visitor and staff arrival and departures to and from local airports or site locations.
• Manage transportation needs for field trips or site visits.
• Coordinate vehicle use and maintain logbooks and vehicle registers.
• Ensure that all vehicles have current licenses, inspections, insurance, etc. appropriate to their use and in compliance with local laws.
• Inspect vehicles periodically to ensure safe and reliable vehicle operation. Manage maintenance schedules and arrange vehicle maintenance and repairs, as needed.

QUALIFICATIONS

• Certificate in Business Admin/Secretarial/HR/Procurement/Transport Management/Records Management or Bookkeeping
• A clean valid driver’s license
• 2-4 years related work experience providing administrative and office s—
• Fluency in Setswana and working knowledge of English
• Excellent organization and communication skills. Ability to prioritize, manage, and complete high-volume tasks by deadlines.
• Proficiency with MS Office, Google Mail, and web researching skills.
• Service focus. Courteous, tactful, and proven ability to work effectively with others.
• Experience in a field logistical support role is an added advantage.
• Experience overseeing Fleet or vehicle maintenance schedules.
• Clear understanding and ability to follow procurement Processes.
• Knowledge of the roads in project areas preferred.

WORKING CONDITIONS

The position is based in Gaborone with regular travel to remote locations.

Flexibility to occasionally work outside of normal work hours for any additional office events.