Administrative Specialist (Maternity Cover)

Wadhwani AI Global (WAIG) is a next-generation AI transformation partner for governments and multilaterals across Africa, Latin America, and Asia. We combine cutting-edge AI products with deep advisory capabilities to unlock large-scale opportunities in health, education, and agriculture.

We are seeking a proactive, detail-oriented, and highly organized Administrative Specialist to join our team on a 6-month maternity cover contract. This role is critical to ensuring the seamless functioning of office operations, facilities management, procurement, travel coordination, asset management, and administrative support. The ideal candidate will possess strong stakeholder management skills, a process-oriented mindset, and the ability to effectively manage multiple priorities in a fast-paced environment.

• Oversee day-to-day office operations to ensure a smooth workflow and productive work environment.

• Manage office maintenance, infrastructure, utilities, and workplace services.

• Supervise and coordinate office support staff, housekeeping personnel, and administrative resources to ensure efficient office functioning.

• Maintain inventory of office supplies, stationery, and organizational assets; ensure timely replenishment and proper documentation.

• Liaise with building management on facilities, security, and compliance-related matters.

• Coordinate logistics and administrative arrangements for meetings, workshops, and organization-wide events.

• Manage procurement processes end-to-end, from requisition to purchase and payment.

• Identify, onboard, negotiate with, and manage vendors to ensure cost-effectiveness, quality, and timely service delivery.

• Serve as the primary point of contact for all vendor-related coordination, communication, issue resolution, and relationship management.

• Monitor vendor performance and ensure adherence to agreed service levels and contractual obligations.

• Maintain a database of approved vendors and contracts, including renewals and documentation.

• Prepare purchase orders, track deliveries, and coordinate with Finance for timely invoice processing.

• Ensure procurement activities comply with organizational policies and internal controls.

• Manage domestic and international travel arrangements for employees and guests, including flights, accommodation, visas, and ground transportation.

• Ensure compliance with organizational travel policies and approved budgets.

• Conduct travel spend analysis and identify opportunities for cost optimization through preferred vendors, negotiated rates, and process improvements.

• Coordinate with Finance on travel advances, reimbursements, and expense claims.

• Maintain travel records, itineraries, and reports for audit and compliance purposes.

• Support HR and Operations teams with onboarding logistics, including workspace setup, ID cards, equipment allocation, and related administrative requirements.

• Coordinate with IT teams on office infrastructure, equipment provisioning, and employee support requirements.

• Ensure the smooth functioning of communication channels and administrative systems across the organization.

• Maintain an updated inventory of organizational assets, equipment, software licenses, and related records.

• Ensure asset tagging, tracking, verification, and periodic audits of physical and digital assets.

• Maintain organized filing systems (both digital and physical) for contracts, procurement records, travel documentation, invoices, and other administrative records.

• Ensure accurate record-keeping and document retention in line with organizational requirements.

• Ensure adherence to organizational policies related to procurement, travel, facilities, and general administration.

• Support internal audits, compliance reviews, and documentation requirements as requested by HR, Finance, and Operations teams.

• Identify opportunities to streamline administrative processes and improve operational efficiency.

• Participate in policy reviews and contribute to continuous improvement initiatives.

What We Are Looking For

• Bachelor's degree in Business Administration, Operations, Commerce, or a related field.

• 5+ years of experience in administration, facilities management, office operations, procurement, or a similar role.

• Demonstrated experience in vendor management, travel coordination, office administration, and stakeholder management.

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace.

• Strong organizational, multitasking, and problem-solving abilities.

• Excellent verbal and written communication skills.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Experience working in a startup, nonprofit, consulting, or technology-driven environment.

• Familiarity with procurement, budgeting, and expense management processes.

• Strong negotiation and vendor relationship management skills.

• Process-oriented mindset with exceptional attention to detail.

• Ability to work independently and manage multiple priorities effectively.