Administrative Assistance 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.