Administrative Assistant

Aktis Strategy is a new organisation led by some of the world’s foremost consultant practitioners in problem-solving for fragile and conflict-affected countries. With knowledge and expertise across the spectrum of security sector reform, political governance and justice/rule of law, Aktis specialises in devising, managing and evaluating complex programmes to address challenging political and institutional problems. From organisational change projects with the security forces in fragile states, complex governance reform programmes, to advanced analytical programmes, Aktis personnel have demonstrated their excellence at delivering innovative management consultancy support in some of the most challenging situations
Key responsibilities
Under the direct supervision of the Project Manager, the administrative assistant will be responsible of the following functions:
1-   Procurement and Finance:

Organization and implementation of the project procurement process: this includes the preparation of terms of reference, requests for quotations, offers evaluation and purchase orders.
Coordination with the local suppliers for goods and services delivery.
Follow up on payments by cash or through bank transfers
Act as main Petty Cash holder and manage money debits and credits on specific projects.
Keep track of project expenditures and support the Project Manager in maintaining the budget.  

2-   Office work :

Keep track of an efficient online (Box) and hard copies filing system.
Update information on the company’s sales force system.
Coordinate with the office manager and project manager for contracts editing and e-signature.
Coordinate all travel arrangements: tickets, accommodation, per diems, transportation and prepare visits info packs with the Office Manager.
When required, participate in meetings and act as minute taker.
Assist in events coordination and logistics preparation.
Participate in administrative and project based trainings whenever required.
Update regularly the shared calendar and the deployments online.
Documents and reports formatting according to Aktis guidelines where relevant
Undertake other duties as requested by the supervisor or Project advisers.
Translate documents, as needed.

Qualifications and skills

Secondary school or two years of University degree: Business Management or any other administrative field is a plus.
Minimum three years of experience in administrative role within international and/or local NGOs.
Strong interpersonal and communication skills.
Good Command of procurement and finance related skills (petty cash, invoicing,…)
Good command of computer skills, e.g. Word, Excel, Powerpoint, etc.
Excellent command of English and Arabic