Regional Administrative Assistant-Central & West Africa

About Us

The National Democratic Institute is a nonprofit, nonpartisan organization working to support and strengthen democratic institutions worldwide through citizen participation, openness, and accountability in government.  Help support democracy worldwide by joining our team! 

About the Role

The Central & West Africa team is looking for a Regional Administrative Assistant who will provide support and coordination for country and D.C. staff in day-to-day administrative matters and program support. This position requires French proficiency.

Your Purpose and Impact: 

• Coordinate logistical and administrative matters for the Regional Director and team, including meeting schedules, calendars, travel arrangements, and financial reconciliations, alongside the respective program managers and administrative teams.
• Manage and oversee correspondence to the Regional Director and ensure timely follow-ups. Support the Administrative Advisor in their work.
• Provide logistical support to teams during trainings, events and implementation of other program activities, as needed.
• Coordinate the regular maintenance of the team’s respective country pages on the public NDI website, in consultation with program managers.
• Track country team-related activities and events.
• Develop and maintain regional team tracking systems for business and administrative processes.
• Create and manage key databases to support administrative and program work.
• Research and share best administrative practices in DC and with other country and regional teams.
• Assist in training new team members and coordinating staff development on administrative, logistical and NDI-related procedures.
• Coordinate with program staff, short-term consultants, trainers, and observer delegates and NDI’s travel agent and the operations team to support staff travel and events.
• Help support the orientation of new team members.
• Monitor the tracking and distribution of team office supplies and equipment, including computers/laptops, and other electronic equipment for program participants.
• Assist with managing and coordinating team retreats, meetings and other events. 
• Act as a back-up for the Advisor in their absence.
• Participate in cross-functional initiatives as needed.
• Perform other duties as required.

Minimum Qualifications:

• High school diploma or equivalent. Bachelor’s degree, or equivalent experience a plus.
• One (1) year of previous administrative experience. 
• Previous experience with event planning and management, as well as basic expense and invoice management, as well as budget tracking is a plus.
• Ability to manage multiple tasks simultaneously; ability to follow through on multiple tasks in a fast-paced work environment; focused and organized; deadline and detailed oriented; requires little oversight to complete tasks.
• Ability to be creative and to proactively identify procedures and policies to improve the overall efficiency and organization of established administrative systems.
• Capacity to work both independently with minimal supervision and as a member of a team.
• Strong time management skills.
• Strong interpersonal skills that foster productive business relationships and effective interaction with staff and vendors.
• Strong oral and written communications skills.  Excellent grammar, punctuation and editing skills.
• Ability to know when to ask questions and seek guidance when necessary.
• Ability to define problems, collect data, establish facts and draw conclusions.
• Proficiency with Microsoft Windows, Excel spreadsheet applications, and internet-based content research. Proficiency with accounting, expense reporting, project tracking software is highly desired.
• Proficiency with Google Apps (Gmail, Calendar, Google Drive, G+, etc.) strongly desired. Basic database skills are desired.
• Ability to apply discretion and maintain confidential information.
• French proficiency is required.

What We Offer:

We offer an environment committed to promoting diversity, equity, inclusion and belonging as a core part of our culture. We strive to foster empowerment and belonging as these values are central to our mission and to our impact. We believe that diversity in thought helps us solve the complex problems we face around the globe. 

We offer a comprehensive benefits package which includes health, dental, vision, a generous PTO policy, flexible schedules, and a 10% employer contribution to the retirement pension.

This position offers an anticipated hourly range of approximately $23.13 - $27.75.