Office Administrator

Position: Office Administrator

Reports to: Senior Operations Manager, YRCVC

**Period of Performance *On/About (From – To):***Long term (LTTA), July 2023

Location: Port of Spain, Trinidad and Tobago

1. Project Background

The USAID/Eastern & Southern Caribbean Youth Resilience to Crime and Violence in the Caribbean (YRCVC) Activity will engage and empower youth and other key populations as partners and integrate interventions at the national and sub-national levels to improve youth, family, and community resilience to crime and violence. YRCVC operates in Saint Lucia, Guyana, Grenada and at least one other country. YRCVC activities support the following objectives:

1) Improve social service provision to vulnerable populations;

2) Provide youth with targeted education, psychosocial support, and market-relevant skills;

3) Improve access to productive and inclusive development opportunities;

4) Strengthen community and family systems.

1. Objective

The Office Administrator will be responsible for efficient and accurate administrative operations of the project office in Saint Lucia, following compliance regulations from both DAI (internal) and USAID contract rules and regulations. S/he will play a key role in supporting regional project operations, administration, logistics, and event planning.

1. Tasks

• Support office setup and ensuring smooth operation of ongoing office services and supplies and setting up equipment, as necessary.
• Provide timely and efficient logistical support for project meetings, events and activities. Coordinate venue, logistics, travel, meals, supplies, etc. for both in-house and external events. Coordinate with lead staff member the scheduling of appointments, invites for participants, take notes and minutes as necessary.
• Greet visitors to the office premises, provide access for approved appointments and ensure they are met or guided to the appropriate office
• Take and distribute meeting notes
• Support office with printing, copying and binding of materials
• Support project staff and consultants with administrative processes, requirements and guidance
• Schedule and confirm appointments for clients, customers or supervisors
• Assist with travel: Support inter-regional travel arrangements (booking flights, airport transfers, lodging) for consultants and long-term staff.
• Responsible for overall facilities and asset management, including management of project property inventory list, adding all equipment in a timely manner and performing regular inventory audits every 6 months. Provide adequate training and reinforcement for staff in this regard
• Assist in ensuring inventory quantities are sufficient for needs by conducting regular inventory checks and timely ordering of office supplies including stationery and cleaning products
• Inspect goods or verify services, confirm delivery and receipt of goods, and monitor the use and disposition of such goods
• Prepare Operations payments and follow up with Finance Team on payment timeline. Hand delivered cheques to comply with documentation rules and ID presentation
• Responsible for office petty cash float and its use in compliance with company standing operating procedures
• Coordinate and plan any maintenance or service visits to ensure swift resolution whilst aiming at minimum disturbance for those using the office spaces. Develop and maintain positive and constructive working relationships with landlord and his agents and external service providers.
• Support as required procurement processes for Travel, IT, office equipment and other goods and services, and coordinating logistics for shipments.
• In liaison with Senior Operations Manager periodically provide suggestions on improving safety, efficiency and effectiveness of office procedures, processes and environment.
• Other tasks as assigned Senior Operations Manager.

1. Desired Qualifications

• A bachelor’s degree, or equivalent- in a relevant field.
• Minimum of 2 years of prior experience in office administration, project, operations, and/or other relevant fields.
• Strong verbal and written communication, customer service and organizational skills
• Ability to plan, organize, and prioritize competing demands
• Detailed and deadline-oriented
• Strong team player with a positive attitude
• Flexible under pressure and in response to changing needs
• Experience using Microsoft Word, Excel, and PowerPoint

DAI encourages women and persons from minority groups to apply

How to apply

Please submit CVs to: https://fs23.formsite.com/OLJTgx/cb3ofv5zvy/index