Jobs at Population Services International (PSI)

We are seeking a dynamic and organized Administrative and Logistics Assistant to join our team. The ideal candidate will provide comprehensive administrative support and assist in managing logistics operations efficiently. This role requires a detail-oriented individual capable of multitasking and maintaining effective communication with various stakeholders.

Your contribution

You will be responsible for the following:

1. Administrative Support:
   • Manage incoming calls, emails, and correspondence, directing them to appropriate personnel.
   • Organize and maintain physical and electronic files and documents.
   • Assist in scheduling appointments, meetings, and travel arrangements for team members.
   • Prepare reports, presentations, and spreadsheets as required.
   • Coordinate office supplies procurement and maintain inventory levels.
   • Preparing outgoing packages for couriers
2. Logistics Coordination:
   • Assist in coordinating transportation and distribution of goods as per company requirements.
   • Liaise with suppliers, vendors, and shipping companies to ensure timely delivery of products.
   • Maintain accurate records of inventory, shipments, and logistics activities.
   • Monitor and track shipment progress, resolving any issues or delays that may arise.
   • Assist in optimizing logistics processes to improve efficiency and reduce costs.
   • Support proper monthly spot check of office asset.
   • Maintains an established network of contacts for general information.
   • Demonstrates high level of accuracy and attention to detail.
   • Arrange travel logistics for staff members, including booking flights, accommodations, and transportation.
3. Office Management:
   • Assist in coordinating office maintenance and repairs, ensuring a safe and comfortable working environment.
   • Manage relationships with service providers, including cleaning, security, and maintenance contractors.
   • Monitor office equipment and arrange for repairs or replacements as needed.
   • Track Fuel usage for generator and ensure no stock out.
   • Support the supervision of both the cleaner and the security team.
4. Support to Team:
   • Provide administrative support to various departments as required.
   • Assist in organizing company events, meetings, and conferences.
   • Collaborate with team members to streamline administrative processes and improve productivity.
5. Fleet Management:
   • Oversea PSI's fleet of vehicles, including maintenance scheduling, inspections, and repairs.
   • Coordinate vehicle assignments and ensure proper documentation and licensing for all vehicles.
   • Track fuel usage, mileage, and maintenance records to optimize fleet performance and cost-effectiveness.
   • Address any fleet-related issues promptly, including accidents, breakdowns, or other emergencies.
   • Implement safety protocols and guidelines to ensure the safe operation of PSI's vehicles.
6. Financial Support:
   • Assist in managing financial processes such as expense reporting, invoicing, and budget tracking.

What are we looking for?

We are looking for someone with:

• Bachelor’s degree in business administration, Public Administration, Logistics, Supply Chain Management, or related field preferred.
• Previous experience in administrative support roles, preferably in a non-profit or international organization setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
• Strong attention to detail and accuracy in work.
• Excellent verbal and written communication skills.
• Ability to work both independently and collaboratively in a fast paced environment.
• Flexibility and adaptability to changing priorities and deadlines.
• Detail-oriented with a focus on accuracy in record-keeping and data management.
• Commitment to PSI’s mission and values.
• Strong self- starter with a strategic mindset
• Reference will be required.
• The successful candidate will be required to pass a background check.

The candidate we hire will embody PSI’s corporate values:

• Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
• Pragmatism: You will strive to deliver the best possible result with the resources available. You will not be paralyzed by a need to make things perfect.
• Honesty: You own your mistakes and are open about your shortcomings – it is the only way you will learn and improve.
• Collaboration: You will quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you will not succeed.
• Trust: You accept limits to your sphere of control and give colleagues the benefit of the doubt.
• Commitment: You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.

go to method of application »

We are seeking a professional and courteous Front Desk/Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks. The Receptionist will be the first point of contact for our company, providing exceptional customer service to clients, visitors, and employees. The ideal candidate should have excellent communication skills, a friendly demeanor, and the ability to multitask effectively.

Your contribution

You will be responsible for the following:

• Greet and welcome guests as soon as they arrive at the office.
• Direct visitors to the appropriate person or department.
• Answer, screen, and forward incoming phone calls in a timely manner.
• Maintain a clean and organized reception area.
• Receive, sort, and distribute daily mail and deliveries.
• Routing, stamping, copying and delivering incoming letters, faxes and other communications,
• Receiving, sorting, distributing incoming local & international mail and posting outgoing mail,
• Schedule appointments and maintain calendars.
• Provide basic and accurate information in-person and via phone/email.
• Preparing outgoing packages for couriers,
• Assist in organizing meetings and preparing conference rooms.
• Perform clerical duties such as filing, photocopying, scanning, mailing and filling etc.
• Assist with office maintenance and repairs.
• Monitor office supplies and place orders when necessary.
• Providing beverage service (tea, coffee, water) for guests and staff.
• Support proper monthly spot check of office asset.
• Maintains an established network of contacts for general information.
• Demonstrates high level of accuracy and attention to detail.
• Assist in the coordination of office events and activities.
• Maintain security by following procedures and controlling access.
• Handle sensitive information in a confidential manner.
• Perform any other duties as assigned.

What are we looking for?

We are looking for someone with:

• Diploma is required: additional certification in Office Management is a plus.
• Proven work experience as a receptionist or similar role.
• Proficiency in Microsoft Office Suite.
• Professional attitude and appearance.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multitask.
• Customer service-oriented with a positive attitude.
• Ability to prioritize tasks and work independently.
• Ability to work both independently and collaboratively in a team environment.
• Flexibility and adaptability to changing priorities and deadlines.
• Commitment to PSI’s mission and values.
• Strong self- starter with a strategic mindset
• Experience with multi-line phone systems.
• Familiarity with administrative and clerical procedures.
• Knowledge of basic office equipment.
• Experience in customer service or hospitality industry.
• Reference will be required.
• The successful candidate will be required to pass a background check.

The candidate we hire will embody PSI’s corporate values:

• Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
• Pragmatism: You will strive to deliver the best possible result with the resources available. You will not be paralyzed by a need to make things perfect.
• Honesty: You own your mistakes and are open about your shortcomings – it is the only way you will learn and improve.
• Collaboration: You will quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you will not succeed.
• Trust: You accept limits to your sphere of control and give colleagues the benefit of the doubt.
• Commitment: You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.