Job Description
The World Resources Institute is a global research non-profit organization that was established in with funding from the MacArthur Foundation under the leadership of James Gustave Speth.
WRI is a global research organization that turns big ideas into action at the nexus of environment, economic opportunity and human well-being.WRI’s mission …
Administration Officer
Job Highlight:
You will help drive the efficiency and effectiveness of the office by managing cross-cutting administrative functions, facilitating smooth internal operations, and supporting the delivery of internal and external engagements, meetings and high-level events.
This role calls for a resourceful, detail-oriented professional who can anticipate needs, manage complexity, and uphold the standards of a globally engaged leadership office.
You will integrate equity into your work.
You will report to the Managing Director Partnerships & WRI Africa and will work closely with the Strategic Assistant and the Senior Advisor to the MD.
What you will do:
Conference, Events, Meetings & Engagements (50%):
Support smooth execution of the Managing Director’s participation in external events, meetings and engagements through planning logistics and outreach e.g. the Africa Climate Summit, G20, COP30 etc.Organize and prepare for business travel, including hotel and flight bookings, flight check-in, pre-travel paperwork, visas and other requirements (e.g., medical testing or vaccinations) and creating detailed itinerariesManage meeting venue reservations, registrations, coordination of badge collection, taxi and transfer reservations and coordinationManage correspondence for logistical information including the development and design of event information packsLiaise with point of contact persons to coordinate logistical details of internal/external eventsCoordinate and manage speaker, key guests and participant logistics, M&IE, per diemCoordinate the design and printing of documents, posters, e-fliers and required material for meetings and eventsSupport the smooth execution of events, meetings, and workshops convened by the Managing Director by coordinating both virtual and in-person logistics for domestic and international engagements.
This includes venue reservation and management, registrations, supplier sourcing, procurement, catering, equipment, translators, travel, and visa arrangementsCoordinate event participant travel, accommodation, and per diem support, including proper documentation and complianceEnsure all necessary secretariat materials, presentations, and documentation are prepared for events e.g. meeting and registration documents, business cards, name tags, stationerySet up and prepare meeting rooms for meetings including the audio-visual equipment, refreshments, and material required for the meetingsAssist in drafting letters, thank you notes and trip reports for events, meetings and workshop engagementsSupport the Strategic Assistant and Strategic Advisor on administrative and operational matters Office Operations & Process Management (30%):
Maintain an updated contact database of key stakeholders and partnersProvide support on multiple administrative issues to ensure efficient and effective running of daily operations in the officeMaintain records, databases, and filing systems for easy access to informationEnsure compliance with internal administrative policies and proceduresManagement and storage of MD assets including event materialCoordinate and schedule team meetings and assist in coordination of team’s planning process e.g. brown bagsLiaise with designers to design documents, e-fliers, power point slides and required materialProcess contracts, requests for proposals, and other formal documentation for various initiatives Expenses & Payments Administration (20%):
Manage and process expenses including credit card expenses, travel M&IE, per diemProcess invoices for payment including supplier and consultant paymentsProcess the MD’s timesheetsEnsure proper documentation and filing of contracts, agreements, and administrative recordsSupport finance teams with the Executive Office budget management. What you will need:
Education: You have a completed bachelor’s degree in in a relevant field such as Business Administration, Office Management, International Relations, Public Administration, or a related discipline.
Relevant work experience is accepted in lieu of a degreeExperience: You have 3+ years full-time relevant work experience in an administrative or executive assistant roleExperience in travel management, events and meeting management (virtual and in-person)Experience working with Microsoft Office (Word, Excel, Access, PowerPoint, Teams), Sales Force, meeting applications such as Zoom and MS TeamsLanguages: Proficiency in verbal and written English, additional language skills are a plusRequirements: Existing work authorization is required where this position is based.
WRI is unable to authorize visa work authorization.