Office AssistantRTI International

Overview
This position is primarily responsible for supporting administrative requirements related to travel of field staff, office administration, logistics requirements for trainings, and other project activities, ensuring their timely and quality implementation and compliance to all field operational policies and procedures.
Responsibilities
Essential Duties:
1. Handle logistical arrangements for meetings and workshops i.e., preparation of training materials, request for workshop supplies, arrangement of travel and lodging accommodation of participants, request for cash advance, as applicable and necessary;
2. Prepare documentation reports and minutes of discussions for all meetings attended by the team.
3. Manage the team calendar by scheduling meetings and sending meeting invites to attendees.
4. Perform daily procurement actions for the implementation of field program activities such as procurement of workshop materials, lodging accommodation for participants and rental transport requirements, in accordance with F&A and USAID's procurement procedures and policies;
5. Coordinate travel and activity requirements with courier, accredited travel agencies, car rental companies, hotels and other suppliers, and request for travel advance, in accordance with RTI's Finance and Administration (F&A) policies and procedures;
6. Ensure complete documentation for timely reporting of field procurement activities;
7. Provide information on status of contracts with vendors and suppliers, including status of payments or disbursements;
8. Monitor vendors and suppliers to ensure meeting contract's terms and service level agreements;
9. Ensure regular update of Finance & Administration Team's database of contract documentation, terms of references and list of suppliers of goods and services;
10. Assure proper e-filing of all field procurement-related documentation;
11. Coordinate the timely processing and payment of all staff travel claims, vendor and supplier payments and other transactions with Finance;
12. Maintain a database of all incoming and outgoing communications; handle shipping/ mailing/ delivery of outgoing communications;
13. Receive telephone calls and perform reception duties, as needed, in a professional and courteous manner, and;
14. Perform other tasks as may be assigned.
Qualifications
Minimum Required Education and Experience
• High School complete or vocational training
• Has stable internet connection to perform assigned duties in remote working arrangement.
Skills and Abilities
Skills and abilities required to perform the essential job duties of this job are listed as follows. An addendum that clarifies additional skills and abilities for incumbents in this job may be used in addition to this description.
• Proficiency in standard office computer applications (MS Word, Excel, PowerPoint);
• Ability to communicate and liaise verbally and in writing with partners/vendors/suppliers/visitors and staff, and interpret/respond clearly and effectively to verbal or written instructions;
• Knowledge of USAID regulations, systems and procedures is preferred;
• Results-oriented, team player and has excellent interpersonal skills; and
• Has initiative and can work with little supervision.