Staff directly reporting to this post: Administrative and support staff, including drivers, office assistants, cleaners, and guards, as assigned

VOSIEDA works across five signature programs to empower and support local communities to promote sustainable development to end extreme poverty, its root causes, and consequences in Liberia and West Africa’s Mano River Basin region, including 1). Climate Change & Environmental Sustainability, 2) Food Security & Livelihoods Enhancement, 3) Women’s Empowerment & Gender Equality, 4) Governance & Social Development,

5) Media & Civic Society Strengthening.

· Maintain accurate, complete, and confidential personnel files and staff records.

· Support recruitment processes, including preparation of vacancy announcements, interview coordination, reference checks, and onboarding arrangements.

· Prepare and track employment contracts, leave records, attendance records, and staff movement documentation.

Office Administration

· Ensure the smooth day-to-day functioning of the office and administrative systems.

· Maintain correspondence registers, filing systems, office calendars, and administrative trackers.

· Coordinate office support services and supervise administrative support staff as assigned.

· Monitor and replenish office supplies, stationery, and consumables promptly.

Logistics and Transport Coordination

· Coordinate staff and visitor transport arrangements and support movement planning for official assignments.

· Maintain vehicle movement records, fuel logs, servicing schedules, insurance documentation, and roadworthiness compliance.

· Support logistics planning for field visits, project activities, workshops, and meetings.

· Ensure transport resources are used efficiently and in accordance with organizational procedures.

Procurement Support

• Support procurement planning and implementation in line with VOSIEDA policies and procedures.

• Prepare procurement documentation, including requests for quotations, bid summaries, purchase requests, local purchase orders, and procurement files.

• Follow up with suppliers on quotations, deliveries, invoices, and completion of services.

Asset and Inventory Management

· Maintain and regularly update the organization’s asset register and inventory database.

· Tag, record, track, and verify organizational assets, including office furniture, ICT equipment, and logistics items.

· Coordinate periodic physical verification of assets and report any loss, damage, or discrepancy.

Records and Documentation Management

· Establish and maintain effective physical and electronic filing systems for administrative, HR, procurement, logistics, and asset records.

· Ensure all records are secure, complete, accessible, and properly archived.

· Support document retrieval for management, audits, donor reviews, and compliance assessments.

Maintain strict confidentiality of sensitive institutional and personnel documentation