Expedition and General Assistant at International Planned Parenthood Federation (IPPF)

Deliverables:

Driving-related:

• Provide safe and timely transportation for staff, expatriates, and official visitors.
• Ensure daily checks and basic maintenance (fuel, oil, tires, etc.) of official vehicles to keep them in good, serviceable condition.
• Coordinate routine servicing and repairs of vehicles with approved garages in consultation with the supervisor.
• Maintain accurate vehicle logbooks (travel mileage, fuel consumption, servicing records).
• Ensure timely delivery and collection of official mail and documents to/from government offices, partners, embassies, and service providers.
• Support expatriate staff and dependents during arrival and relocation (airport pickup, errands, basic orientation).
• Provide logistical driving support during workshops, conferences, and other official events.
• Adhere strictly to IPPF’s safeguarding and safety protocols while driving or supporting movements.
• Assist with vehicle registration/insurance renewals when delegated.

Administration-related:

• Ensure a clean, safe, and functional office environment by overseeing the availability and condition of office utilities and supplies.
• Support meeting and event logistics (e.g. room setup, materials, refreshments, transportation).
• Monitor and support minor maintenance and facility needs.
• Receive and guide visitors and assist with courier deliveries.
• Ensure adequate stock of stationery and kitchen supplies is maintained and reordered timely.
• Supervise and coordinate the work of office cleaners and collaborate with security personnel as needed.
• Assist in the preparation for onboarding of new staff (workspace readiness, basic welcome support).
• Maintain simple inventory records of office furniture and equipment, under the guidance of the procurement/admin officer.
• Provide clerical support such as photocopying, filing, and scanning as needed.
• Support daily administrative tasks related to Finance, HR, and Procurement, such as organizing files, submitting forms, and delivering or collecting documents from service providers or authorities.
• Provide project teams with routine administrative support, including drafting basic documents, preparing purchase requisitions (PRs), and visiting suppliers or service providers to collect quotations or verify service conditions.
• Perform other duties assigned by the supervisor within the scope of the role.

Reporting/Management Responsibility:

• N/A

Expertise/Skills:

• Proven experience in a similar position, preferably in the NGO or development sector.
• High level of integrity, honesty, and the ability to maintain strict confidentiality.
• Strong knowledge of local routes and a good sense of orientation.
• Computer literacy, with working knowledge of Microsoft Word, Excel, and PowerPoint.
• Strong attention to detail and a diligent work ethic.
• Excellent interpersonal and communication skills.
• Fluency in French (spoken and written); working knowledge of English is an asset.
• Commitment to IPPF’s mission, vision, and values, and adherence to IPPFAR’s policies, procedures, and code of conduct.
• Demonstrated initiative and ability to work independently, as well as collaboratively in a team.
• Proven ability to maintain flexibility and willingness to work outside of standard hours when required.
• Ability to always ensure the safety and security of the vehicle and its passengers.
• Demonstrated sound judgment and discretion in decision-making.
• Commitment to continuous improvement and high performance.

Your Ethos:

• Demonstrate an understanding of and commitment to safeguarding in a local and international context.
• Demonstrates ability and willingness to work in a diverse, multicultural, multilingual and intergenerational environment that is anti-racist and respectful of others.
• An intersectional (pro) feminist passionate about sexual reproductive health care rights + justice, including safe abortion.
• Supportive of people’s rights regardless of sexuality or gender identity/expression and supportive of workers’ rights and access to health care in sex work.