Administrative And Financial Assistant

RESPONSIBILITIES

Operations

Update inventory of office equipment and furnishings.
Collect quotations and bids from different suppliers.
Order, set up, and maintain all AHRF equipment, software, and furnishings.
Evaluate technology needs and liaise with IT consultants to ensure appropriate integration of technology infrastructure.
Oversee initial IT troubleshooting for office equipment and staff computers.
Maintain positive and cost effective relationships with vendors.
Procure and renew all appropriate licenses, registrations and insurance policies necessary to conduct business in good standing.
Oversee office maintenance; liaise with building management and landlord as needed.
Maintain and update www.ahrfund.org as in‐house webmaster.

Administration

Manage electronic and paper filing, storage and security of documents and contracts related to all organizational matters (e.g. external contracts, timecards, job descriptions, office records).
Answer telephone queries and screen phone calls.
Sort and reply to emails received at the general account and transfer queries to relevant staff.
Prepare minutes for weekly staff meetings.
Arrange logistics for staff trips.
Purchase office supplies.

Finances

Handling and recording transactions on accounting software.
Electronic and paper filing system.
Preparing and recording all payments (checks, transfers, cash).
Reconciling banks and suppliers statements.
Oversee handling of petty cash.
Assist the Finance Officer in Reporting to the Funders and reviewing grantees financial reports.

Personnel

Develop and post job announcements in coordination with Executive Director. Process job applications.
Prepare contracts for new hires in coordination with legal advisors.
Document new employees and set up personnel files (timesheets, appraisals, benefits, contracts, etc.).
Ensure staff compliance with the Employee Handbook and other Fund policies.
Coordinate timesheets.

Meeting Support

Arrange logistics for meetings of the Board of Directors (semi‐annually) and Executive Committee (four times per year), including travel and hotel.
Coordinate the assembly of materials for the meeting of the Board of Directors and ensure timely delivery of the Board Book to Board members.
Prepare minutes for Board and Executive Committee meetings.
Arrange logistics for AHRF conferences and workshops.

QUALIFICATIONS

A minimum of two years’ work experience in finance &/or administration
Relevant academic background or equivalent years of experience
IT literacy (MS Office)
Excellent writing skills
Organized, diligent, hard‐working
Ability to work effectively as part of a team
Ability to learn quickly and adapt in a high‐pressure environment
Civil society experience an asset
Human rights experience an asset
Native Arabic and excellent English skills (speaking, reading, writing); French a bonus.