Office Assistant

Office Assistant

Regional Administration & Office Operations

• Manage the smooth day-to-day operations of the regional office, ensuring a professional, efficient, and welcoming workplace environment.
• Oversee office facilities, supplies, infrastructure maintenance, and service providers.
• Coordinate meeting rooms, office resources, visitor arrangements, and hospitality services.
• Support administrative processes related to regional leadership, insurance coordination, documentation, and confidential business matters.
• Ensure compliance with internal administrative procedures and governance requirements.

Vendor & Contract Management

• Coordinate with internal stakeholders and external suppliers to ensure timely delivery of services.
• Support contract administration, purchase requisitions, purchase orders, and invoice processing.
• Assist with annual service agreements, renewals, and vendor performance follow-up.

Financial & Administrative Coordination

• Support expense management, reconciliations, invoice tracking, and payment workflows.
• Coordinate with Finance, Procurement, and other departments to ensure timely processing of administrative transactions.
• Monitor and track office-related budgets and expenditures.

Meetings, Events & Executive Support

• Coordinate regional meetings, leadership events, workshops, and business gatherings across multiple countries.
• Manage event logistics including venue sourcing, participant coordination, travel arrangements, and supplier management.
• Support leadership teams with administrative requirements, scheduling coordination, and special projects.

Additional Support

• Provide backup support for administrative operations when required.
• Support ad-hoc regional projects and confidential assignments.
• Assist with special administrative initiatives and business requirements as needed.
• What we’d love for you to have:
• We are interested in you as a person: your attitude, behaviors and values.
• As long as you have the willingness to learn anything you need for the role that you don't already have, we'd love to speak to you.
• If you have experience in the following areas – this is an added advantage:
• Bachelor’s degree in a related field.
• Minimum 3 years of experience in office administration, executive support, operations coordination, or a similar role.
• Excellent communication and stakeholder management skills.
• Proactive, organized and solution-oriented approach.
• Proficiency in Microsoft Office applications.
• Fluent written and spoken English.
• What happens next?
• We appreciate that your time is precious and applying for a new job can be a lengthy process - so we have committed to replying to your application as soon as possible.