Primary Functions

Logistics

• Support in day-to-day administrative, logistics and coordination support to the Programs Department.
• Provide administrative support to organising conferences, workshops and other events. This includes venue set-up, transport facilitation, setting up banners, preparing materials for meetings such as agendas, handouts, binders
• Coordination of audio-visual documentation of meetings, including taking official photos of events for IDLO records

Facilities

• Support general office maintenance and ensure all office equipment and facilities are well-maintained and accessible per maintenance schedules.
• Coordinate essential central services such as couriers, cleaning services, and waste disposal for the office.
• Oversee the replacement of equipment and disposal of old equipment, ensuring appropriate authorisation has been received
• Coordinate issuance of staff IDs in liaison with HQ/Regional Security Officer

Admin Support

• Maintain and up-date office inventory list, keep a register of assets movement into and out of office, and ensure all assets are always marked and insured as per IDLO insurance policy
• Act as a focal point to facilitate work permits for international staff in the Liberia office
• Coordinate issuance of business cards for new staff and, upon request
• Oversee the handling and distribution of incoming and outgoing mail
• Assist with information management coordinating, maintaining, and updating office records

Utility and Bank Agency

• Act as a bank agent and provide banking services as instructed by the Finance and Admin Manager
• Access the utility bills promptly and submit the Finance and Admin Manager on a timely basis for processing payments

Job Requirements

Education and Experience

• A High School diploma or; University degree would be an added advantage
• 1-3 years of relevant experience providing administrative support to projects/programmes. 
• Experience working in an international context is highly desired. 

Languages

• Fluency in English is required. 

Knowledge, Skills, and Abilities

• Strong organisational skills with the ability to multi-task 
• Good knowledge of Microsoft Word, Excel, and PowerPoint. Proficient use of other ICT and internet software; 
• Excellent written and verbal communication skills;
• Excellent time management skills and the ability to prioritise work
• Attention to detail and problem-solving skills
• Proven ability to develop and foster working relationships across a globally based organisation.
• Works well with others and actively participates. Shares information contributes, encourages, and motivates others to participate in team activities. Provides constructive feedback and willingly helps others. Contributes to a fair environment that fosters collaboration and cooperation.  Works effectively across and within IDLO organisational boundaries;
• Proven ability to see through tasks set and deliver results. The ability to work under pressure with tight deadlines, flexibility, and an entrepreneurial spirit;
• Ability and willingness to travel to field locations, if necessary;
• Keen sense of ethics, integrity, and commitment to IDLO’s mandate. Self-motivated and dynamic with a desire and ability to use initiative to assist the organisation in achieving its objectives.