Administration Assistant

Position summary:

Rainforest Alliance seeks to engage a committed individual as an Administrative Assistant. The Assistant will work closely with the Administration Senior Associate and other staff to provide financial, administrative and logistical support to the team.

Responsibilities: 

• Support the reviewing of invoices, payments, vouchers, receipts.

• Support the approval and payment process of invoices and expenses.

• Enter payments for purchased goods or services into the payment management system.

• Responsible of the petty cash management.

• Scan vouchers, contracts and other relevant documents related to the administrative area.

• Keep the administrative archive (hard copy and digital) up to date.

• Provide organizational and logistical support for workshops, events, meetings and trips.

• Support the purchase of airline tickets and lodging reservations.

• Support the procurement processes.

• Monitor, and order office supplies and equipment and updating inventory.

• Support the maintenance and cleanliness of the office premises.

• Support institutional vehicles management (insurance policies, circulation taxes, preventive and corrective maintenance logs, spare parts, preparation, control and filing of delivery and reception logs of vehicles assigned to RA personnel for field visits, delivery and receipt of vehicles assigned to RA personnel for field visits, etc.)

• Support the rent of vehicles when needed.

• Oversee logistics for country visits by other RA staff, donors, partners or any stakeholder.

• Convene and organize group calls and external meetings, which includes setting agenda, capturing minutes, active participation and follow-up.

• Welcome and direct visitors as needed.

• Prepare packages and envelopes to send by couriers and manage deliveries.

• Answer/route incoming calls and take/distribute messages when requested.

• Sort and distribute office incoming/outgoing mail.

• Oversee and manage the conference room schedule.

• Maintain information lists (i.e., telephone numbers, emergency cards, directory, etc.) and manage electronic and paper files.

• Performs any other duties that may be assigned from time to time.

Qualifications: 

• Bachelor’s degree in Business Administration or related field.

• At least three-year work experience (including traineeship/internship) in Administration related in an international NGO.

• Experience working with USAID projects and understanding of their rules and regulations is a plus.

• Excellent computer, planning and organizational skills.

• Proactive, self-motivated, resourceful, detail oriented, strong attention to detail.

• Ability to multitask and cope with changing priorities.

• Ability to work independently and in a team.

• Excellent personal presentation.

• Excellent verbal and written communication skills, using international NGO protocols.

• Knowledge of international NGO protocols for the coordination of the logistics of events, workshops, meetings and travels.

• Willingness to work to meet tight deadlines.

• Intermediate verbal, reading and written fluency in English

Job Level: 6

Salary: Commensurate with experience

Deadline: 30 August 2024

Notes: Only candidates authorized to work in Guatemala will be considered.

If you have any questions about the job vacancy, please contact the HR department: recruitment@ra.org

Who we are:
The Rainforest Alliance is creating a more sustainable world by using social and market forces to protect nature and improve the lives of farmers and forest communities. To achieve our mission, we partner with diverse allies around the world to drive positive change across global supply chains and in many of our most critically important natural landscapes.

Our alliance spans 70 countries and includes farmers and forest communities, companies, governments, civil society, and millions of individuals. Together we work to protect forests and biodiversity, take action on climate, and promote the rights and improve the livelihoods of rural people.

As an international nonprofit organization with more than 30 years of experience in sustainability transformation, we understand that the social and economic well-being of rural communities is tightly connected to ecosystem health. This knowledge has shaped our rigorous programs to advance sustainable land-use and commodity production.

At the Rainforest Alliance we combat climate change, protect forests and biodiversity, promote human rights, and improve livelihoods. The enormity of the social and environmental challenges we are facing requires working together in a broad alliance. This is why we bring farmers, forest communities, companies, and consumers together to change the way the world produces, sources, and consumes.

Why
To protect nature and improve lives it’s becoming increasingly urgent that we approach the way we use our land and produce food and other products in more sustainable ways. For this to succeed we need to fundamentally change the way that businesses operate and source, and the choices we all make as consumers.

How
Our growing global alliance aims to transform our relationship with our natural resources and each other, to create a better future for people and nature together.

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.