Administrative Assistant

About the role

The Administrative Assistant provides administrative, logistics and procurement support for West & Central Africa (WACA) teams and programs, ensuring efficient operations through coordination, documentation and communication. The position reports to the Country Director, Côte d'Ivoire, and offers a flexible hybrid working environment. Only candidates legally authorized to work in Côte d'Ivoire will be considered.

Key responsibilities

• Provide daily administrative support to the regional team, set up workspaces and allocate assets for new employees and consultants, and maintain records of contracts, leases, insurance and office service providers
• Submit annual business permit renewal applications and contribute to the annual planning and budgeting of administrative expenses, managing office administration costs and payments
• Coordinate procurement requests in line with the Rainforest Alliance procurement policy and donor rules, including vendor communication, LPO preparation and processing, sample confirmation and procurement meetings
• Liaise with vendors for delivery, invoicing and payment, and manage the contracting process for vendors, suppliers and service providers, including annual review and renewal of contracts
• Arrange travel (flights, visas) and event logistics for staff and consultants, including workshop preparation, venue selection for retreats and support for visiting staff
• Manage office equipment and vehicles, maintain an asset register, track equipment movement between sites and support asset disposal
• Work with the office assistant/janitor and manage office supplies and stationery

Required profile

• Bachelor's degree in business administration, office management or a related field
• At least 1-3 years of relevant experience in administration and logistics roles
• Proficiency in French and English (CV must be written in English)
• Legal authorization to work in Côte d'Ivoire

Required skills

• Microsoft Word, Excel and Outlook
• Procurement and vendor management

What we offer

• A global organization with an impactful mission and a collaborative, respectful and accountable culture
• Opportunities for professional growth and career development
• Flexible hybrid working and a favourable time-off policy
• Initiatives to promote work-life balance and wellbeing