Administrative Assistant

Job Description

Job Summary

The Governorate Admin assistant is a full-time position based in the assigned governorate. S/he will provide administration support to the GPM; logistical support for all trainings and workshops for SEFPP activities implemented in the assigned governorate; and data entry support for all project documentation and databases. The ideal candidate is computer savvy and a fast typist with a keen eye for detail. Understanding of data confidentiality principles is compulsory. S/he will report to the GPM.

Primary Responsibilities and Duties

• Provide administrative and secretarial support toGPMin handling office correspondence, editing reports, and presentations, photocopying, filing, arranging appointments, and other administrative support functions as assigned.
• Schedule appoints and meetings for theGPM, including updating the GPM calendar on the google drive to ensure best coordination among SEFPP units.
• Provide support to reporting and other deliverables to ensure they are ready on time.
• Take meeting minutes and circulate notes and/or action items after meetings.
• Provide support to organize the logistics for workshops and training sessions taking place inside the assigned governorate, i.e , support preparation of activities checklist and budget, prepare/print materials, support the agenda preparation, reserve required equipment, liaise with the support service unit for travel arrangements; and distribute allowances to participants and ensure required signature and documentation are available.
• Follow-up with employees regarding outstanding advance accounts.
• Receive and review GPM expense reports and ensure that all supported documentation and necessary approvals are available before submission to SD unit support officer.
• Review all vouchers related to meetings, training sessions and workshops before submission to SD support officer.
• Ensure that vouchers are photocopied and filed
• Review, document, and photocopy trip reports from GPM.
• Translate minor documents from Arabic to English and vice versa.
• Other duties as assigned within the capacity of his/her field of profession

Job Requirements

• Minimum of grade 12 certificate, additional certificate or qualification in office management preferred;
• Minimum of 3 years’ experience in a similar office administrative position;
• Experience with administration, logistics, procurement, consultant management, human resources and/or grants support;
• Demonstrated ability to manage time and perform to strict deadlines;
• Ability to manage office equipment like computers, fax machines and projectors;
• Good filing and secretarial skills;
• Proficient in Microsoft Word, Excel, and PowerPoint software;
• Ability to multi-task with a high level of accuracy and attention to detail;
• Excellent written and verbal English and Arabic skills;
• Strong communication and interpersonal skills; and
• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.