Country: Haiti
Closing date: 16 Oct 2017
Position Title: Administrative Assistant
Reports to: Admin and Finance Manager, as part of the Administrative and Financial department.
Location of position: Port-au-Prince, Haïti
About Viva Rio
Established in 1993, Viva Rio is a Brazilian NGO with the mission to foster a culture of peace and social inclusion through the design and implementation of innovative and sustainable solutions with a social impact. Since its founding, Viva Rio has developed and consolidated programs that inspired public policies adopted by government, businesses and other civil society organizations.
In 2004, Viva Rio was invited by the United Nations to work in Haiti, given its expertise in violence prevention and reduction in urban settings. Since then, the organization has established a permanent operation in the country and develops multidisciplinary programs to promote violence reduction, urban rehabilitation and local development. Viva Rio is committed to comprehensive violence reduction approaches, though not only including the principal actors in the conflict but also by addressing underlying sources, including political and economic influences and social exclusion.
Purpose of the Position
Under the supervision of the Admin & Finance Manager and working together with the Admin team, the Administrative Assistant will be responsible for day to day office’s operations, logistics, human resources’ operations, preparations for workshops, events and meetings and ensuring the communications flow not only between internal staff, but also external stakeholders. S/he will also perform general clerical duties to include but not limited to: photocopying, faxing, mail distribution and filing ; create and modify various documents using Microsoft Office and support in the writing and submission of administrative and financial reports.
Key duties and responsibilities
- Provide general administrative and clerical support according to the manager’s demands ;
- Follow-up with main HR procedures such as, but no limited to, payroll operations, contracts drafting and hiring/dismissals procedures;
- Follow-up with main logistics procedures such as, but no limited to, procurement for projects’ activities and events;
- Perform data entry, scan and organizing documents for archiving;
- Support in the writing and document compilation for administrative and financial reports;
- Ensure quick response to routine inquiries ;
- Support the communications flow with internal staff and external stakeholders, including ensuring that all internal, external and official correspondence and material can be easily traced and accessed.
- Coordinate the organization of in-house and external events, such as meetings and trainings;
- Contribute to Audit activities as required;
- Performing other duties as assigned by the Supervisor.
Qualifications and Experience
- A minimum of a bachelor’s degree in Administration and related fields is required. Higher level qualifications and or professional training in a relevant field are an advantage;
- A minimum of 2 years of experience in administrative positions;
- Experience in human resources and logistics;
- Experience in a non-governmental organization (desirable).
Key Competencies
- Excellent management and organizational skills;
- Self-reliant, good problem solver, and results oriented;
- Good level of proficiency in Windows Office, specially Word and Excel;
- Strong interpersonal skills, including working with muti-national and multi-disciplinary staff teams;
- Excellent verbal and written communication skills,
- Energetic, flexible, collaborative, and proactive. Language
Fluency in oral and written Creole and French. Knowledge of English is an advantage.
How to apply:
Please send your CV and a Cover Letter (in French) to humanresources@vivario.org.br with the subject "Administrative Assistant Position"