Office Assistant – Consultant

Job Description

POSITION TYPE: Consultant, Local Hire

DURATION: 6 months with possibility of extension

LOCATION: Freetown, Sierra Leone (note that Project HOPE will not be covering relocation expenses)

POSITION TITLE: Office Assistant – Consultant

DIVISION: Global Health

REPORTS TO: Finance and Operations Manager

Project HOPE is an international NGO with employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world, helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.

Code of Conduct 

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency. 

POSITION SUMMARY: 

The Office Assistant will play a critical role in ensuring the smooth functioning of the office by handling essential administrative tasks, including overseeing office management and coordinating car hire services for staff. The successful candidate will have a strong attention to detail, exceptional organizational skills, and the ability to manage multiple responsibilities in a dynamic environment. This position requires an individual who is proactive, adaptable, and committed to supporting our mission to improve health outcomes in Sierra Leone.

PRINCIPAL RESPONSIBILITIES:

1. Facilitate daily office operations by maintaining a clean, organized, and professional environment.
2. Oversee inventory management for office supplies, placing orders for essentials such as stationery and equipment, ensuring expenditures stay within budget.
3. Ensure all office equipment, including computers, printers, and photocopiers, are properly maintained and functioning, coordinating repairs with external service providers as needed.
4. Monitor and organize office space utilization, coordinating seating arrangements for staff, consultants, and visitors.
5. Assist in preparing for meetings, conferences, and events by arranging refreshments, presentation materials, and logistical support.
6. Manage the office generator to ensure reliable operation at all times.
7. Coordinate staff transportation, arranging for project-related travel, meetings, and field visits.
8. Schedule and monitor vehicle usage, including pick-up and drop-off arrangements, to ensure timely and safe transportation.
9. Maintain accurate vehicle logbooks, recording mileage, fuel consumption, and trip details.
10. Support the preparation of administrative documents such as reports, meeting agendas, and minutes.
11. Maintain and update both digital and physical filing systems, ensuring proper record-keeping for all office documents.
12. Provide logistical and administrative support to staff and volunteers, including organizing meeting rooms and preparing necessary materials.
13. Assist the finance team with small payments related to office supplies, transportation, and operational expenses.
14. Perform any other duties assigned by supervisor or management.

MINIMUM REQUIRED SKILLS, EDUCATION AND EXPERIENCE:

• High school diploma or equivalent; a diploma in office management, business administration, or a related field is preferred.  

• Minimum of one year of experience in office administration.  

• Excellent written and spoken English skills.  

• Proficient computer skills, including Microsoft Office Suite and internet research capabilities

• Willingness to travel domestically as needed.  

• Ability to multitask, work effectively under pressure, deliver high-quality results, and meet tight deadlines.  

• Strong team-oriented mindset with demonstrated ability to foster collaboration within a diverse, multi-cultural environment, working effectively with team members and partners from various backgrounds.  
• Flexibility to arrive early, to open the office and stay late to close, as required.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical demands:

• While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment. 
• Must be able to communicate in verbal and written form. 

Work environment:

• May experience the current weather while performing job duties.
• Typical office environment with exposure to a minimal noise level. 
• Project HOPE employees work in the global health field and may be required to travel or work in countries where working conditions are classified as “hardship”.

Due to the substantial number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please. 

However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise. 

To be sent to: RecruitmentSL@projecthope.org