Administration Assistant

Main Tasks

The Administration Assistant will be responsible for all broad administrative support functions, which include execution of administrative tasks as summarized below:

Admin ToRs:

• Support the day-to-day administrative and financial management of the programs and projects;
• Prepare contracts based on ToRs and follow up on their signature;
• Prepare attendance lists for all activities and administrative/ project support lists: contact lists, suppliers list, staff, interns and consultants lists;
• File all the centre’s (also at the programmatic and project level) documents;
• Monitor and coordinate the upkeep and maintenance of the premises with services providers and municipal/government counterparts as per contracts, basic and lease agreements for the property;
• Perform the procurement process according to the appropriate regulation
• Administer and manage the logistics and contracts for services with service providers;
• Update and maintain comprehensive inventories of the programmes resources;
• Support programme and project team in the fulfillment of their duties;
• Be responsible for day-to-day correspondence, information sharing and filing ensuring that appropriate follow-up actions are taken;
• Assist in events and activities coordination;
• Handle all telephone calls and organize and schedule meetings and appointments;
• Receive and direct visitors and provide them with general support;
• Collaborate with the responsible officer, when available, in the planning, organisation, implementation, and evaluation of the administrative services;
• Prepare PVs, expense claims, checks, bank transfers in addition to cash disbursements to staff, suppliers, service providers…;
• Prepare all reimbursements after double-checking the reimbursement requests against receipts provided;
• Establishing and maintaining a proper filing system for all financial documents (electronically and physically);
• Perform other tasks as requested.

Qualifications:

•  2-3 years of clerical, secretarial, or office experience in a non-profit. 
• Proficient computer skills, including Microsoft Office. 
• Strong verbal and written communication skills, in both Arabic and English.
•  Strong organisational skills.  
• Ability to give and receive feedback constructively
• Ability to complete tasks on time.
• Ability to work independently, coordinate, and plan with relevant team members
• Capable of working both individually and as part of a team.