Administrative Assistant Job Description
Location: Rabat, Morocco
About the Administrative Assistant role
This part-time role will provide administrative and logistical support to the WNA Operations Specialist and the Rabat office, cascading to the rest of the senior leadership team as needed. The Administrative Assistant will focus on executing routine tasks, maintaining smooth office functioning in Rabat, and supporting basic HR and admin processes.
The ideal individual will exercise sound judgment in various situations, have strong writtena nd verbal communication, administrative and organisational skills, and maintain a realistic balance among multiple priorities. The Administrative Assistant will sometimes work independently and must be able to handle confidential matters with discretion.
Key Responsibilities
Under the supervision of the WNA Operations Specialist, the Administrative Assistant will:
- General Administration and Office Support
- Assist in the general office administration of the Rabat office (filing, organising, reception, greeting visitors). Perform filing, organising, and other administrative duties as requested, including maintaining a clear document retention system for Rabat.
- Maintain supplies inventory by checking stock level, anticipating needs, and placing and following up on orders;
- Provide general logistical support for visitors and teammates (room bookings, refreshments, local transport coordination, etc.);
- Participate in planning and gathering agendas for internal events and meetings;
- Supervise cleaning and security services in the Rabat office on a day-to-day basis and liaise with service providers when issues arise;
- Payments, Petty Cash, and Basic Financial Support
- Prepare payment requests and supporting documentation for Rabat-based service providers (utilities, cleaners, internet, etc.) in line with procedures defined by the WNA Operations Specialist and Finance.
- Assist in petty cash management and help prepare monthly petty cash reconciliations for Rabat.
- Help track monthly payments and flag missing invoices or upcoming obligations to the WNA Operations Specialist and Finance.
- Support preparation of simple financial reports and reconciliations for Rabat, as requested.
- Compliance and Immigration Support
- Provide administrative support for local compliance processes in Rabat (e.g. filing, collecting documents, maintaining copies of registrations and licenses), under the guidance of the WNA Operations Specialist and Legal.
- Assist with office immigration processes (e.g. support for visas, work permits, residency documents for staff), including gathering documentation, tracking status, and liaising with external service providers where applicable.
- Help track contract, visa, and key date calendars for Rabat-based staff and flag upcoming deadlines to the WNA Operations Specialist and HR.
- HR and Recruitment Support
- Serve as a local administrative point of contact for Rabat-based staff for routine administrative and HR-related questions, redirecting more complex issues to the WNA Operations Specialist, HR, or relevant managers.
- Ensure that local employment- and contractor-related documentation is filed correctly and is consistent with Moroccan labor law and IDinsight policies (substantive compliance remains with HR and the WNA Operations Specialist).
- In coordination with the WNA Operations Specialist and HR:
- Support drafting simple scopes of work, posting job advertisements, scheduling interviews, and communicating with candidates for Rabat-based or WNA roles.
- Help collect required onboarding documentation and support new hire admin steps for Rabat-based staff and consultants.
- Culture, Onboarding, and Office Experience
- Participate in the office Social and Cultural Committee (SCC) and contribute to event planning, coordination, and identifying themes that require follow-up;
- Help manage office culture and morale by supporting social activities, celebrations, and informal team-building initiatives;
- Assist new staff in acclimating to life at IDinsight (basic orientation, “office tour,” informal check-ins);
- Support the design and delivery of practical onboarding sessions for new Rabat teammates (e.g. “how we do things in this office,” basic tools, and routines);
- Help create simple presentations or materials related to HR and culture needs in Rabat, as requested.
- Record and Documentation
- Maintain well-organised electronic and paper filing systems for Rabat (contracts, administrative documents, vendor files, immigration and HR support documentation), in alignment with IDinsight policies and guidance from the WNA Operations Specialist;
- Ensure retention of key records related to Rabat operations in shared folders rather than personal drives;
- Support periodic audits or internal reviews by quickly retrieving requested documents and information.
- Other Duties
- Perform other administrative and office support duties as assigned by the WNA Operations Specialist and, where relevant, the WNA Regional Director or other senior leaders.
Qualifications
- At least 2 years of experience working as an administrative assistant or in a similar support role, ideally in an NGO, international organisation, or donor-funded project;
- Strong organisational skills, with the ability to perform and prioritise multiple tasks seamlessly and with excellent attention to detail;
- Strong interpersonal skills and ability to build relationships with a wide range of stakeholders, including staff, external partners, and service providers;
- Excellent written and verbal communication skills in French and Arabic; good working proficiency in English is required.
- Emotional maturity and high standards of professionalism and discretion ;
- Highly resourceful team player who can also workindependently and take initiative;
- Proven ability to handle competing demands, meet deadlines, and maintain high-quality work in a fast-paced environment ;
- A forward-looking thinker who actively seeks opportunities to improve processes and propose practical solutions;
- Bachelor's degree required (e.g. administration, management or related field);
- Sound proficiency in standard office software (Word, PowerPoint, Excel); comfort using collaborative tools (e.g. Google Workspace, Zoom, Slack) is an asset.
Professional development
Skill and career development are core to IDinsight's values and long-term impact strategy and have been noted as highlights of teammates’ experiences. IDinsighters receive significant mentorship from IDinsight leadership and support from talented peers and are given considerable autonomy when ready. They maintain professional development plans and are provided "stretch" opportunities designed to strengthen a variety of skills. Real-time feedback is embedded in our culture, and a formal structure enables maximum professional growth. Additionally, teammates have access to an annual professional development stipend that they are encouraged to utilise to explore their career interests and develop their skills.
Nuts & Bolts
Time commitment
This is a part-time position (approximately 60–75 percent FTE; exact schedule to be agreed with the WNA Operations Specialist based on office needs and candidate availability).
Location
This position is based in IDinsight’s Rabat, Morocco office. Preference will be given to those with pre-existing work authorisation in the country.
Start date and Duration
We expect a start date in Q1 2026, with a preference for candidates who can start immediately. It is a one-year fixed-term contract with a renewal option based on performance and organisational need.
Work Authorization
IDinsight is not able to sponsor work authorisation for this role. Successful candidates will not require IDinsight to sponsor their work authorisation in the office where they'll be based.
Compensation
Compensation and benefits are commensurate with the qualifications and experiences IDinsight is hiring for and competitive within the global development sector. We are incredibly proud of our people-focused benefits, including comprehensive international health insurance, including mental health coverage; paid vacation, sick, and parental leave; relocation benefits; a travel stipend; technology and work-from-home stipends; a professional development budget; and more.
Please note that, as a non-profit, we cannot provide compensation similar to leading private sector organisations.
How to apply
Click the "Apply for this job online" button at the top right. The application asks various questions in order for us to get to know you and requires a CV and cover letter.
Please ensure that your CV includes relevant professional and personal experience and details on academic qualifications. CVs can range from one to two pages. Please note that headshot photographs, parental details, birth dates, marital status, and other personal information not relevant to the application do not need to be included in your CV. Additionally, we strongly encourage you to use your cover letter to highlight why you want to work for IDinsight specifically and what has prepared you to succeed in the role you’re applying for. A customised cover letter is an important part of IDinsight’s recruiting process as it allows us to understand your motivations for the position, relevant skills, and clarity of writing.
More information, including details on IDinsight’s hiring process
and frequently asked questions, can be found online at IDinsight Careers. Any questions should be directed to careers@IDinsight.org.
Assistant Administratif
Lieu: Rabat, Maroc
À propos du rôle d'assistant administratif
Le titulaire de ce poste apporte son soutien au responsable administratif et au bureau, notamment en effectuant les tâches suivantes
- Aider à l'administration générale du bureau;
- Gérer les paiements des prestataires de services;
- Veiller à ce que l'organisation respecte toutes les exigences locales en matière de conformité;
- Assister dans toutes les procédures d'immigration du bureau (par exemple, visas, permis de travail, etc.);
- Suivi des contrats - dates de début et de fin pour tous les employés nécessaires;
- Aider à la gestion de la petite caisse;
- Préparer le rapprochement des comptes bancaires et de la petite caisse;
- Suivre les paiements mensuels;
- Produire des rapports et rédiger de la correspondance;
- Participe au groupe du comité social et culturel du bureau et contribue à la planification et à la coordination des événements, ainsi qu'à l'identification des thèmes à traiter;
- Aide à gérer la culture et le moral du bureau et aide les nouveaux employés à s'acclimater à la vie au sein d'IDinsight;
- Créer des présentations;
- Aider à renforcer la culture du bureau et le personnel à s'acclimater à la culture de travail d'IDinsight;
- Maintenir l'inventaire des fournitures en vérifiant le stock pour déterminer le niveau d'inventaire, en anticipant les besoins en fournitures, et en passant et en accélérant les commandes de fournitures;
- Fournir une assistance générale aux visiteurs;
- Participer à la planification et à l'élaboration de l'ordre du jour de divers événements et sessions;
- Superviser les services de nettoyage et de sécurité.
Qualifications
- Solides compétences organisationnelles reflétant une capacité à exécuter et à hiérarchiser des tâches multiples sans interruption, avec un excellent souci du détail;
- Solides compétences interpersonnelles et capacité à établir des relations avec les parties prenantes, y compris le personnel, les membres du conseil d'administration, les partenaires extérieurs et les donateurs;
- Excellentes aptitudes à la communication écrite et orale en français et anglais;
- Maturité émotionnelle;
- Jouer en équipe en faisant preuve d'une grande ingéniosité, tout en étant capable d'être extrêmement efficace de manière indépendante;
- Aptitude avérée à traiter des informations confidentielles avec discrétion, à s'adapter à diverses demandes concurrentes et à faire preuve du plus haut niveau de service et de satisfaction de la clientèle;
- Capacité avérée à atteindre des objectifs de performance élevés et à respecter les délais dans un environnement en évolution rapide;
- Un penseur tourné vers l'avenir qui recherche activement des opportunités et propose des solutions;
- Baccalauréat requis;
- Au moins un an d'expérience.
Développement professionnel
Le développement des compétences et de la carrière est au cœur des valeurs d'IDinsight et de sa stratégie d'impact à long terme, et a été noté comme l'un des points forts de l'expérience des coéquipiers. Les collaborateurs d'IDinsight bénéficient d'un mentorat important de la part de la direction d'IDinsight et du soutien de pairs talentueux, et se voient accorder une autonomie considérable lorsqu'ils sont prêts. Ils suivent des plans de développement professionnel et se voient offrir des opportunités de perfectionnement conçues pour renforcer une variété de compétences. Le retour d'information en temps réel fait partie intégrante de notre culture, et une structure formelle permet une croissance professionnelle maximale. En outre, les coéquipiers ont accès à une allocation annuelle de développement professionnel qu'ils sont encouragés à utiliser pour explorer leurs intérêts professionnels et développer leurs compétences.
Détails Pratiques
Localisation
Ce poste est basé au bureau d'IDinsight à Rabat, au Maroc. La préférence sera donnée aux personnes disposant d'une autorisation de travail préexistante dans le pays.
Date de début et durée
La date d'entrée en fonction de ce poste est en Avril, avec une préférence pour les candidats qui peuvent commencer immédiatement. Il s'agit d'un contrat à durée déterminée d'un an avec possibilité de renouvellement en fonction des performances et des besoins de l'organisation.
Autorisation de travail
IDinsight n'est pas en mesure de parrainer l'autorisation de travail pour ce poste. Les candidats retenus n'auront pas besoin qu'IDinsight sponsorise leur autorisation de travail dans le bureau où ils seront basés.
Compensation
La rémunération et les avantages sont proportionnels aux qualifications et à l'expérience qu'IDinsight recherche et sont compétitifs dans le secteur du développement mondial. Nous sommes extrêmement fiers de nos avantages sociaux, qui comprennent une assurance santé internationale complète, y compris une couverture de la santé mentale, des vacances payées, des congés de maladie et des congés parentaux, des indemnités de déménagement, une allocation de voyage, des allocations de technologie et de travail à domicile, un budget de développement professionnel, et bien plus encore.
Veuillez noter qu'en tant qu'organisation à but non lucratif, nous ne sommes pas en mesure d'offrir une rémunération similaire à celle des grandes organisations du secteur privé.