Administrative Assistant (2x)

CONFIDENTIAL – INTERNAL VACANCY ONLY

Number of positions: 2 staff members

Scope: Global

Hours: Fulltime

Reports to: Administration Manager

Team: People & Culture/Administration

Office: All Hivos locations

Provisional grade: ZIM: 3 , KEN: 9, TUN: 9, CR: 3, NL: 5,6

About the role

The Administrative Assistant provides general administrative support to a department or group of professionals at Hivos. The role involves preparing reports, managing correspondence, maintaining confidential records, organizing arrangements and events, and assisting the Administration Manager. Work is performed under general supervision of the Administration Manager and requires independence and discretion.

Purpose of the role

• Provide comprehensive administrative and operational support to ensure smooth departmental operations.


• Assist in preparing and analyzing reports and maintaining accurate records.


• Support budgeting, business planning, and procurement activities.


• Arrange meetings, events, and travel arrangements.


• Ensure compliance with organizational policies and procedures.

Responsibilities and duties

• Arrange venues, reservations, equipment, catering, and travel for events and meetings.


• Arrange and issue travel tickets for colleagues


• Prepare tailored correspondence, reports, agendas, and meeting minutes.


• Organize and prepare documents and special reports upon request


• Identify and report instances of noncompliance with policies and procedures.


• Support procurement activities and track budgets, reporting variances.


• Provide insurance related administrative activities


• Arrange and/or provide for facility maintenance and record retention storage/equipment inventory

Skills and competencies

• Strong organizational and planning skills.


• Data analysis and reporting capabilities.


• Proficiency in Microsoft Office and document management systems.


• Ability to manage multiple priorities and meet deadlines.


• Attention to detail and accuracy.


• Problem-solving and decision-making skills.


• Knowledge of compliance and operational standards.


• Customer-oriented (internal customer).


• Excellent written and verbal communication in English. Second language (Dutch, Spanish, Arabic is an asset)

Education and experience

• Post-Secondary, Non-Tertiary Education.


• 1-to 3 years of relevant experience in administrative roles.

How to apply

Please submit a cover letter (maximum 1 page) and CV (maximum 2 pages) as soon as possible by clicking the ‘Apply here’ button. Applications are being received until February 3rd 2026 midnight UTC.