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Administrative Assistant | HireLiberia

FHI 360 · Montserrado · apply by Sep 20, 2026

Skills and requirements

About this role

POSITION OVERVIEW The Administrative Assistant / Front Desk provides professional reception, administrative, and operational support to ensure the smooth day-to-day operation of the office. The role serves as the first point of contact for visitors, staff, clients, and other external stakeholders while supporting office coordination, communication, and general administrative functions. He/She will work in tandem with the Admin Associate and other Operations team members, under the supervision of the Operations Manager, in maintaining administrative records, filing systems, office supplies, logistics, meetings, correspondence, and other operational activities in accordance with organizational policies and procedures. Administrative Assistant / Front Desk position requires a highly organized, professional, dependable, and detail-oriented individual who can manage multiple priorities, maintain confidentiality, and provide effective support with minimal supervision. Accountabilities - Manage the front desk and provide a professional and welcoming first point of contact for staff, visitors, partners, and other stakeholders. - Receive, screen, and direct visitors and general inquiries to the appropriate staff. - Maintain an accurate visitor log and ensure that office reception and common areas remain orderly and professional. - Receive, register, distribute, and dispatch incoming and outgoing packages and official documents. - Assist in maintaining accurate and up-to-date administrative files, records, registers, and tracking systems. - Support the organization and maintenance of electronic filing systems in accordance with organizational requirements. - Assist with office supplies, inventory, and general office needs, including monitoring stock levels and preparing requests for replenishment. - Support logistics arrangements for meetings, workshops, trainings, visitors, and other projects or office activities when required. - Assist with maintaining workspaces by reporting maintenance and operational needs as may be required. - Ensure the reception area is clean, organized, and welcoming - Maintain confidentiality of organizational, personnel, financial, project, and other sensitive information. - Ensure that administrative activities are conducted in accordance with applicable organizational policies and procedures. - Coordinate with vendors, suppliers, couriers, landlords, service providers, and other external contacts as directed. - Assist in gathering information and documentation required for administrative, operational, audit, or compliance purposes. - Work in cooperation with other Administrative Associates to serve as a backup and assist with support coverage when needed. - Promote a professional image of the organization through courteous communication and efficient service. - Perform other duties as assigned by the Operations Manager or other authorized supervisor. Applied Knowledge & Skills - Demonstrated ability to provide professional reception and administrative support. - Strong organizational skills and attention to detail. - Ability to manage multiple tasks and prioritize competing demands. - Good verbal and written communication skills in English. - Good interpersonal and customer service skills. - Ability to work effectively with staff at different levels of the organization. - Communicate information clearly to staff, clients, and/or the public about services, processes, and procedures using prescribed or established guidelines - Ability to maintain accurate records and follow established filing and tracking systems. - Ability to handle confidential information with discretion and professionalism. - Good working knowledge of Microsoft Office applications, particularly Microsoft Word, Excel, Outlook, and PowerPoint. - Ability to use office equipment such as computers, printers, scanners, photocopiers, and telephone systems. - Ability to work independently with appropriate guidance and supervision. - Ability to work effectively as part of a team and collaborate with different departments. - Demonstrated reliability, professionalism, flexibility, and willingness to support changing operational priorities. - Knowledge of NGO administrative procedures or experience working in a development organization is an advantage. - Familiarity with organizational compliance, procurement, logistics, or donor-funded project environments is an advantage. Problem Solving & Impact: - Identifies and recognizes problems that have established precedents and limited impact. - Provides excellent customer service in a friendly, professional demeanor to internal and external clients. - Detects errors easily and quickly within the immediate work unit, resulting in minor - disruption or expense to correct. Education: - High school diploma or equivalent required. - An associate degree in business administration, Office Administration, Management, Finance, or related field is preferred. Experience: - Minimum of 2-3 years of relevant experience in administrative support, reception, office management, customer service, or a related role. - Previous experience in an NGO, international development organization, the U.S Department of State or donor-funded project environment is an advantage. - Experience maintaining administrative records, filing systems, correspondence, inventories, and tracking mechanisms. - Experience providing front desk, reception, or customer service support. - Demonstrated ability to use Microsoft Word, Excel, Outlook, PowerPoint, and other standard office applications. - Experience working with staff, visitors, vendors, suppliers, and other stakeholders in a professional environment. - Knowledge of Liberian administrative and business practices is an advantage. TYPE AND NATURE OF CONTACTS The Administrative Assistant / Front Desk will have frequent contact with: Internal Contacts - Operations Manager as direct supervisor - Project and program staff. - Finance, procurement, human resou

Original posting: FHI 360

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