Administrative Assistant

Job Title: Administrative Assistant
Project Name: Reproductive Education and Adolescent Community Health (REACH)
Job type: Initial Contract / later Full Time Employment
Location of Position: Castries area, St. Lucia
Reporting to: Project Field Manager
Remuneration: USD
Indicative LOE/Time Frame: Full Time
Citizenship: Eastern Caribbean; right to work in St. Lucia
Language Requirements: Proficiency in English (reading, writing, speaking) is required.
Application Deadline: September 30, 2025

Application Instructions:

1. A cover letter is mandatory to be considered. Cover letter should effectively align your skills and experiences with the specific job responsibilities and required experience outlined below, demonstrating your aptitude for the role. (Max 2 pages)
2. Click the “Apply now” link to upload your cover letter and CV (Max 2 pages).
3. Only successful candidates will be contacted. No phone calls please.

Alinea International is an international development consulting firm dedicated to sustainable futures, empowered communities, and equity-oriented innovation to meet the world’s changing challenges. We provide technical and management expertise that helps people improve their lives, characterized by: teamwork, results-based project design, sustainability, participatory methods, and local input and ownership. Alinea International is headquartered in Canada. www.alineainternational.com

At Alinea International we value diversity, equity, inclusivity, accessibility and belonging in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.

Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.

Project Description:
The Reproductive Education and Adolescent Community Health (REACH) in the Eastern Caribbean project is a four-year initiative led by Alinea International with partners OECS Commission and Caribbean Technical Assistance and Education Center for Health (C-TECH), and funder Global Affairs Canada. The project aims to foster adolescent health and wellness by both enhancing adolescent friendly services and creating positive community conditions for adolescents to access their right to health, with an emphasis on sexual and reproductive health. REACH works in Dominica, Grenada, St. Lucia, and St. Vincent & The Grenadines using a strengths-based, inclusive approach to ensure “no adolescent is left behind.”

About the work:
REACH project takes an inclusive, strengths-based approach, grounded in partnership. Currently, REACH Project is undertaking set up activities, conducting a baseline survey on all islands, and preparing for a launch in October. The REACH office is based in Castries, St. Lucia and houses a team of five. Two additional positions are based at the OECS Commission, and a technical pool of advisors is based at C-TECH Jamaica and at Alinea Canada. Intermittent travel to the four implementing islands is expected for various team members.

The Role:
REACH is seeking an Administrative Assistant to play a key role in fostering adolescent health and well being through effective operational support, logistics and administration. The position reports directly to the Field Manager. Some regional travel may be involved. An initial contract will transition to a salary and benefits package once Alinea REACH is fully registered in St. Lucia. The Administrative Assistant:

• Liaise regularly with the Alinea Project Coordinator in Canada with regard to Project administration.
• Establish and maintain cooperative relationships with the Eastern Caribbean implementing partners Organisation of Eastern Caribbean States (OECS) Commission and Caribbean Technical assistance and Education Center for Health (C-TECH) based in Jamaica;
• In collaboration with the Canadian Project Coordinator, establish effective, efficient and secure electronic and paper filing systems for the Project and ensure their maintenance;
• Establish emergency procedures and safety and security guidelines following AIM Guidelines for office staff and personnel traveling for the Project and ensure that they are followed; and maintain medical emergency evacuation plan;
• As needed, arrange travel for Project personnel that is effective, efficient and according to AIM Guidelines, considering cost-effectiveness and safety and security of personnel;
• Ensure that meetings and project events are organized efficiently and in a cost-effective manner to meet the requirements of the Canadian Project Director, Project Field Manager and technical experts;
• Ensure that Project personnel have the administrative and logistical support they need to plan, implement, monitor, assess and report on Project activities and recommend adjustments to Project administrative services to the Canadian Project Director and Field Manager if necessary;
• Coordinate maintenance, repairs and updates of the Project Office per the AIM guidelines;
• Work with the Finance Officer to coordinate utilities hook ups, invoices, and payment in a timely way including planning in advance for end of project closures including internet, telephone, electricity, parking stall payments if used, etc.
• Support the Canadian Project Coordinator with non-profit registration of Alinea REACH in St. Lucia; support the Field Manager in liaison with Eastern Caribbean authorities and ensure, on an ongoing basis, compliance with registration requirements, regulations and rules for both projects. This includes maintaining files on the project registration process, bank documents;
• Provide documentation and support to the Canadian Project Coordinator for local employees’ contracts and local consultant contracts, and keep all information confidential;
• Support the Field Manager to procure furnishings and equipment for the Project Office following AIM Guidelines and the Project Procurement Strategy and Plan;
• Organize office supplies, storage, and distribution including tracking supply lists as needed;
• With the Field Manager, coordinate procurement and storage of project consumables and materials, such as contraceptives, training manuals, simulation clinical teaching models, etc. working with the OECS Commission procurement team as needed; establish and maintain the procurement logbook; organize secure storage and conditions (heat, light, humidity, etc) for medications and materials;
• Implement and maintain the project Inventory List and database of all equipment and furnishings following AIM Guidelines for the inventory disposal plan at the end of the Project; ensure handover documentation is well coordinated with formal letters, stamps and signatures, etc;
• Work with the Field Manager to ensure computers, printers, photocopier, server, etc are maintained per manufacturers’ recommendations; procure IT support per AIM guidelines and ensure value for money; safely store any computers purchased for distribution in the project and coordinate handover documentation as well;
• Ensure safeguarding practices are posted, such as the Whistleblower hotline notices at Alinea and partner offices; notification for photographs at events; and
• Proactively take a lead role to support other tasks and team members, as requested

Required Qualifications:

• Diploma or certificate in Administration / Management with 5+ years experience

• Degree in Administration / Management with 2 years+ experience

Additional experience:

• Prior experience with an international NGO, regional body or donor preferred, especially with Global Affairs Canada
• Prior experience with procurement
• Strong interpersonal, partnership and team building skills
• Self starter and able to take initiative
• Experience coordinating virtual meetings
• Experience coordinating travel and event logistics is highly preferred
• Demonstrated commitment to equity in health is an asset
• Reception experience demonstrating ability to treat all with professionalism and respect, avoid bias, handle complaints, and create a welcome first impression is a significant asset