Administrative Assistant

POSITION: Administrative Assistant

LOCATION: We will only consider candidates legally authorized to work in Côte d'Ivoire.

WORKPLACE TYPE: Flexible hybrid working environment

CLOSING DATE: 20 November 2026

JOB LEVEL: 10

POSITION SUMMARY:

The Administrative Assistant will provide effective administrative, logistics, and procurement support for West & Central Africa (WACA) teams and programs. You will ensure efficient operations through effective coordination, documentation and communication.

The Administrative Assistant will report to the Country Director, Côte d'Ivoire.

WHAT YOU WILL DO:

Administrative Support

• Provide daily administrative support to the regional team to ensure smooth functioning of the offices
• Support workspace setup and asset allocation for new employees and consultants
• Maintain records of contracts, leases, insurance, and office service providers
• Complete and submit annual applications for business permit renewals, ensuring compliance with respective country regulations
• Contribute to the annual planning and budgeting process for the region and country administrative expenses
• Responsible for office administration costs management and payments

Procurement & Logistics

• Coordinate procurement requests and processes in line with Rainforest Alliance procurement policy and donor rules including vendor communication (sourcing quotations), vendor management, preparing and processing of LPO's and procurement justification memos, confirming products' samples and scheduling procurement meetings for selection purposes
• Responsible for liaison with vendors for delivery of goods and services and ensuring proper invoicing and processing of vendor payments
• Responsible for the contracting process for vendors, suppliers and service providers; including review and renewal of contracts annually or as necessary, ensuring continued partnerships and favourable terms
• Engaging with vendors for credit facilities for efficiency of service provision

Travel and Events Logistics

• Support travel arrangements (flights, visas) for staff in the region and consultants as appropriate
• Support technical teams with preparation for workshops, events, meetings, and trips (flights, conference & accommodation bookings) & procurement of promotional materials for the workshops
• Ensure proper travel documentation and safety protocols are followed
• Coordinate logistics for regional workshops including venue selection for team retreats and all office group activities
• Provide support to Rainforest Alliancestaff visiting the region (invitation letters, visa, hotel bookings, airport transfers and itinerary coordination as appropriate)

Asset and Inventory Management

• Responsible for office equipment management, maintenance and repairs
• Responsible for office vehicle management, maintenance and repairs
• Maintain an up-to-date asset register and ensure periodic physical verification
• Track movement of equipment and supplies between field sites and offices
• Support asset disposal processes in accordance with Rainforest Alliance and donor policies.

Office Coordination

• Work with the office Assistant/janitor to ensure smooth office operations and proper office management and maintenance
• Manage office supplies and procurement of stationery and equipment

WHAT YOU BRING:

• Bachelor's degree in Business Administration, Office management, or related field
• Minimum 3 - 5 years' relevant experience in administration and logistics roles
• Proficient in Microsoft Word, Excel and Outlook

BENEFITS OF WORKING AT THE RAINFOREST ALLIANCE:

• Be a part of a global organization with an impactful mission and a collaborative, respectful, and accountable culture.
• Enjoy opportunities for professional growth and career development.
• Benefit from remote working flexibility and flexible hybrid working environment.
• A favourable time-off policy.
• Prioritize your wellbeing. We have numerous ways to promote work-life balance.

Apply now and let's grow together. We look forward to hearing from you and exploring how your skills can help us advance our mission.

If you have any questions about the job vacancy, please contact the HR department:[email protected] The Rainforest Alliance encourages diversity and inclusion across the global organization. With this commitment to diversity, we are proud to be an equal opportunity employer and do not discriminate on the basis of gender, race, color, ethnicity, religion, sexual orientation, gender identity, ages, disability and any other protected group.