Admin Officer - Badaro

Job Purpose : To ensure the smooth and efficient functioning of office operations while providing high-level, confidential administrative support to Executive Directror. The role combines operational administration, coordination, and executive support to enhance organizational effectiveness, streamline workflows, and support strategic priorities.

Duties & Responsibilities:

As Administrative Officer:

• Lead coordination between the head office and the administrative assistant to ensure consistency in administrative work.
• Train other administrative assistants on new developed tools;
• Coaching all administrative assistants at the centers;
• Participate in developing new tools and introduce them to the administrative assistants
• Document procedures related to the administrative assistant tasks;
• Ensure that all administrative work at the centers complies with internal policies.
• Collect feedback from the centers on admin challenges
• Review the quality of administrative assistants’ work and provide feedback.
• Ensure all centers follow the same admin standards and templates
• Create and maintain an admin action tracker to follow up on tasks and requests
• Hold regular meetings with the administrative assistants.
• Deliver refresh sessions every 2 or 3 months (HR , procurement , accounting)
• Generate memos, emails and reports when appropriate, ensuring that deadlines are met, and work is completely correct;
• Draft Different consultancy and rental contracts upon the request of the executive management team,
• Review the transportation contracts & suppliers & rental contracts received from the centers.
• Present induction and onboarding sessions for new joiners at Badaro’s headquarter to facilitate integration in MS culture, management, working environment and policies.
• Organize organization-wide events for Mouvement Social.
• Issue payment requests for organization related expenses (Legal and governmental entities: municipality, Ogero, .. ).

As Executive Assistant:

• Schedule and organize meetings and appointments for the Executive Director by coordinating with staff and external stakeholders to set times that work for all parties, including SMT meetings, Quarterly Strategic Meetings, and other meetings.
• Handle incoming and outgoing emails and draft and proofread documents and reports;
• Prepare agendas, take minutes of meetings, and follow up on action items from meetings;
• Handle sensitive information with complete discretion and high confidentiality;
• Serve as a liaison between the Executive Director and other staff or external parties;
• Provide research, data analysis, and recommendations to assist in planning and decision taking;
• Provide regular reporting on field technical status to the executive director
• Summarize communications on daily basis and provide feedback to the Executive Director;
• Support the Executive Director by working closely with consultants to develop and implement new organizational policies, procedures, and strategies.
• Proofread agreements and documents received from partners and donors before submitting them to the Executive Director, to ensure they align with organizational standards.
• Support the Executive Director in organizing and preparing activities related to the General Assembly.
• Lawyer consultation in coordination with the executive director 

Behavioral Competencies:

• Very good written and verbal Communication
• Advanced time management and organization skills
• Ability to coordinate and multitask
• Demonstrated Teamwork
• Good follow-up and reporting skills
• Knowledge of Office equipment
• Advanced Proficiency in Microsoft Office (excel, powerpoint)