Job description
The Admin & Logistics Assistant provides essential day-to-day support to the Admin and Logistics department and the wider team. The role is responsible for the efficient execution of administrative and logistical tasks, ensuring the smooth operation of the office and project activities in line with IRC policies and procedures. Major Responsibilities: - Serve as the first point of contact for visitors and incoming calls, providing a professional and welcoming presence. - Manage the office calendar and schedule appointments and meetings as requested. - Assist in maintaining an up-to-date filing system for all administrative and logistical documents, both physical and electronic. - Prepare and distribute correspondence, memos, letters, and forms. - Ensure the office is well stocked with necessary supplies and stationery and assist with their distribution and tracking. - Supervise cleaning and maintenance staff and report any issues or repair needs to the supervisor. - Assist in the management of office assets, including labeling and tracking items. - Support the organization and coordination of workshops, meetings, and events. - Assist in organizing transportation and accommodation for staff travel and project activities. - Help with the management of the office fleet, including tracking vehicle logbooks, fuel consumption, and scheduling routine maintenance. - Support the supervisor in managing inventory and stock in the office and warehouse, ensuring proper documentation of all movements. - Assist with the receipt and distribution of goods, ensuring that all items are properly documented and in good condition. - Assist in the preparation of payment requests for administrative and logistical expenses, ensuring all supporting documents are attached. - Handle petty cash transactions and assist with the reconciliation and documentation of expenditures. - Maintain a record of all logistical and administrative contracts, leases, and agreements. - Assist in ensuring the office environment is safe and secure by reporting any security or safety concerns.