Job Details

Job Summary/Company:
Sparks Group has partnered with an International Health Organization and together we are recruiting for an Administrative Assistant to provides comprehensive administrative support as part of a centralized Administrative Support Pool. This role includes routine and specialized tasks that require sound judgment, information synthesis, and adherence to established policies and procedures. The position requires strong organizational skills, attention to detail, and the ability to interact effectively with internal staff and external stakeholders. Work involves reviewing information, preparing documentation, coordinating operations, and ensuring the timely and accurate delivery of administrative services.

Responsibilities:
Administrative & Operational Support

• Perform assigned administrative functions with accuracy and timeliness while ensuring compliance with internal policies and procedures.
• Provide direct administrative support to the assigned team; manage calendars, appointments, and internal support functions.
• Prepare routine correspondence in English and Spanish, including reports, charts, and documents requiring the use of technical terminology.
• Draft agendas and prepare materials for meetings and official travel.

Document & Correspondence Management

• Review, prioritize, and track incoming and outgoing correspondence.
• Conduct quality control of documents requiring signature, ensuring accuracy, clarity, and compliance with internal standards.
• Collect and analyze supporting documentation and follow up on required actions.

Meeting, Event & Travel Coordination

• Support the organization of meetings, seminars, courses, and virtual events, including preparation of cost estimates and monitoring logistical arrangements.
• Assist with travel processes, including approvals, airline tickets, security clearances, and expense reports.

Procurement & Financial Support

• Provide end-to-end procurement support through enterprise systems, including entering requisitions, verifying documentation, processing purchase orders, and maintaining accurate records.
• Submit supplier invoices, maintain procurement documentation, and ensure compliance with internal control and audit standards.
• Support project budget execution and financial tracking in corporate systems.
• Administer purchasing card transactions, maintain logs, verify monthly statements, and ensure proper documentation retention.

Information & Records Management

• Maintain electronic files and controlled reference materials; conduct research and compile summaries as needed.
• Prepare draft translations (English Spanish) of correspondence and documents.

Internal Coordination & Process Improvement

• Serve as a liaison for logistical and operational matters within the department.
• Train and brief new staff on administrative procedures.
• Recommend improvements to workflows, administrative processes, and internal controls.
• Provide back-up support to other administrative team members as needed.

Qualifications/Background Profile:

• Minimum of five years of administrative experience.
• Minimum of high school (required).
• Experience in an international or multicultural environment (preferred).
• Very good proficiency in English and Spanish (oral and written).
• Strong ability to prepare written materials and correspondence in both languages.

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This job is Hybrid Remote.

Pay Range: Hourly $24.00 to $26.00

We offer several comprehensive benefits package including health and life insurance, paid and unpaid time off, and retirement and savings plans to qualifying employees.

Download the Sparks Group mobile app from Apple App Store or Google Play .

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Sparks Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, pregnancy, citizenship, family status, genetic information, disability, or protect veteran status.

This Position Requires U.S. Citizenship

This Position May Either Require COVID-19 Vaccination or Regular Testing