Administration Assistant at Heifer International

Office and Facility Management (25%) 

• Serve as the first point of contact for internal and external parties.
• Order office supplies, manage inventory, and handle asset tagging, verification, and disposal.
• Maintain both physical and electronic filing systems.
• Ensure compliance with Quality Management System (QMS) and Occupational Health & Safety requirements.

Fleet and Asset Management (20%) 

• Coordinate the use of internal pool car and driver scheduling.
• Oversee motor vehicle insurance, scheduled maintenance, and service records.
• Coordinate outsourced car rental services as required.
• Maintain fuel usage and vehicle documentation.

Travel and Logistics Coordination (20%) 

• Manage employee travel arrangements, including flights and hotel bookings through approved vendors.
• Prepare travel itineraries and follow up on confirmations.
• Maintain travel records for reconciliation and reference.

Event and Meeting Coordination (15%) 

• Organize and facilitate meetings, workshops, and conferences.
• Support logistics such as venue setup, catering, materials, and attendee coordination.
• Attend and coordinate committee meetings, documenting proceedings when needed.

Reporting and Documentation (15%) 

• Prepare regular reports on administrative expenses and office budget utilization.
• Track expenditures for office supplies and fleet-related costs.
• Ensure accuracy and timeliness in reporting to the Operations Director.

Any Other Assigned Function (5%) 

• May perform other job-related duties as assigned.

Minimum Requirements

• Bachelor’s degree in relevant field (Business, Administration, Logistics Management).
• 3–4 years experience in a similar position.