About Digital Green

Digital Green is a global non-profit that has spent nearly two decades helping smallholder farmers build more prosperous, resilient livelihoods, reaching over 10 million farmers to date. Our flagship product, Farmer Chat, is a multilingual and multimodal AI-powered advisory platform that gives farmers timely, locally relevant guidance, from climate-resilient practices to pest management, input use, and market access, in the language and format that works for them. Today Farmer Chat reaches farmers across India, Kenya, Ethiopia, Nigeria, and Brazil, with millions of questions asked and answered in over 15 local languages. We combine deep, on-the-ground agricultural extension experience with modern AI to meet farmers where they are, and help them make better decisions, faster . For more information, please visit Digital Green’s website:www.digitalgreen.org

Job Summary

Reporting to the Senior Head of Human Resources and Administration, the Administration Assistant is responsible for providing comprehensive administrative support across procurement, logistics, human resources, front desk operations, and office management. The role ensures the smooth and efficient operation of the office by coordinating administrative processes, supporting staff and visitors, managing office facilities and supplies, and facilitating procurement and logistics activities in compliance with organizational policies and procedures

Key Responsibilities

A. Logistics and Procurement Support

• Support with procurement processes for goods, services, consultants, and other operational requirements in accordance with organizational policies and procedures.

• Coordinate logistics and transportation for staff, visitors, consultants, and official events, including travel arrangements, visa processing, flight bookings, accommodation, and related travel documentation.

• Maintain procurement and logistics records and support vendor communication and follow-up.

B. Front Desk and Administrative Support

• Manage the reception desk and serve as the first point of contact for visitors.

• Manage the organization’s stamp, incoming and outgoing telephone calls, emails, and correspondence with a high level of confidentiality and responsibility.

• Receive, register, distribute, and maintain records of incoming and outgoing mail and official correspondence.

• Provide administrative support by preparing documents, handling photocopying, scanning, filing, and other secretarial duties.

C. Office Administration and Management

• Support the smooth day-to-day operation of the office by ensuring office facilities, equipment, and utilities are functional and well maintained.

• Coordinate the maintenance and servicing of office equipment, facilities, and utilities, including internet, electricity, printers, computers, and office furniture.

• Maintain adequate stocks of office supplies and coordinate timely replenishment.

• Oversee office cleanliness and ensure a safe, organized, and professional working environment.

D. Human Resources Support

• Assist with recruitment, including posting job vacancy announcements and arranging interview schedules.

• Provide support in preparing employment-related letters and maintaining employee files.

• Assist with employee onboarding and offboarding.

• Support with employee insurance benefit administration, ensuring that all staff are registered and receive full insurance coverage.

• Support updating employee information, for example when their employment status changes (e.g., following a promotion) or when there are changes to their marital or family status.