Administrative Assistant

Organization:

FIND accelerates equitable access to reliable diagnosis around the world.We are working to close critical testing gaps that leave people at risk from preventable and treatable illnesses, enable effective disease surveillance, and build-sustainable, resilient health systems. In partnership with countries, WHO and other global health agencies, we are driving progress towards global health security and universal health coverage. We are a WHO Collaborating Centre for Laboratory Strengthening and Diagnostic Technology Evaluation. For more information, please visit www.finddx.org

Position Objectives: The Administrative Assistant will provide comprehensive support for travel management, cost tracking, reconciliation, invoice submission, and administrative coordination. The role will also include direct support to the Country Director for travel, logistics, and documentation needs.

Job Responsibilities:

A: Travel Management

1. Arrange domestic and international travel for staff, consultants, and visitors (flights, accommodation, transport).
2. Manage end-to-end travel planning for the Country Director, including itinerary drafting, ticketing coordination, hotel bookings, changes, and emergency support as required.
3. Support visa applications, travel insurance issuance, and coordination with travel partners.
4. Ensure compliance with FIND travel policies; obtain required travel authorizations and approvals.
5. Maintain a central tracker for all staff travel (project-wise and cost-wise).

B. Reconciliation & Financial Documentation

1. Review, verify, and compile travel-related receipts and supporting documents for reimbursement.
2. Reconcile travel advances, travel claims, and supporting documents before submitting to Finance.
3. Prepare and maintain a master tracker for all vendor invoices, travel claims, hotel bills, and admin payments.
4. Work with the Finance Team to ensure timely processing of invoices and reimbursements.
5. Track cost incurred for each trip and update project teams on monthly travel expenditure.

C: Vendor & Stakeholder Engagement

• Liaise with hotels, travel agents, taxi operators, and other vendors for quotes and bookings.
• Ensure timely submission of vendor invoices with correct GST and documentation.
• Maintain relationship with travel partners and escalate issues when necessary.

D: Fixed Asset Management

(i) Ensure proper tracking, tagging, and periodic physical verification of fixed assets, and maintain accurate records to support audits and compliance requirements.

Any other responsibilities as identified from time to time by the Organization.

3. Qualifications, Skills & Experience

Essential Qualifications

• Bachelor's degree.

• Minimum 3 years of experience in administration, travel coordination, or office operations.

• Experience handling travel logistics and reimbursements in an NGO setting.

Skills

• Strong knowledge of travel management processes and coordination.

• Excellent organizational and multitasking skills; ability to manage high travel volumes.

• Strong communication skills (written and verbal).

• High attention to detail and accuracy in reviewing invoices and claims.

• Proficiency in MS Office (Excel, Word, Outlook).

• Ability to work independently with minimal supervision.

• Ability to handle confidential information with discretion.

Nature of Appointment:

The selected candidate shall be initially offered a fixed term contract until 31st December 2026.

Deadline to share your application:

Please apply by 12th April 2026 via official job posting here. https://finddx.intranet.digital/external/en/companies/37147673-4fa9-4747-8148-e8f7720fbd7d/jobs/apply/8182152a-e0d8-4b74-8e57-9187e14f419b/Administrative%2520Assistant

But don't wait until the deadline! We will start screening right away and if we find the right person, we will stop searching.

Please note that due to the high volume of applications, ONLY short-listed candidates will be contacted. FIND is dedicated to building an inclusive workforce where diversity is valued. FIND is an equal opportunity employer. Every qualified applicant will be considered for employment. FIND does not discriminate based on race, colour, religion, gender, sexual orientation, gender identity, genetic information, age, national origin, marital status, pregnancy, disability status, political ideology, military status, or any other attribute protected by applicable law.