Job Details
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Job Description
The Office Assistant works under the guidance of the Director of Programs to support the organization and the daily administrative operations of the company.
On a daily basis he/she will provide assistance to either specific programs or to the daily administrative maintenance in the office.
The Office Assistant is required to work on different programs and projects within the company.
This junior position will work with and report to the different program specialists as well as the Director of Programs, depending on the assignment.
S/He will also work closely with the Finance Officer on finance and procurement related tasks.
Main Duties and Responsibilities :
The post-holder is primarily responsible for:
Office Assistance :
On a daily basis he/she will provide assistance to either specific programs or to the daily administrative maintenance in the office.
The Office Assistant is required to work on different programs and projects within the company.
This junior position will work with and report to the different program specialists as well as the Director of Programs, depending on the assignment.
S/He will also work closely with the Finance Officer on finance and procurement related tasks.
Main Duties and Responsibilities :
The post-holder is primarily responsible for:
Office Assistance :
- Undertake the tasks of receiving calls, taking messages and routing correspondence,
- Maintain contact lists (general and categorized),
- Produce and distribute correspondence memos, letters, faxes and forms in a timely manner.
- Assist in the preparation of regularly scheduled reports,
- Bilingual translation of documents whenever necessary,
- Submit and reconcile expense reports,
- Provide financial administration assistance for specific projects/activities/event,
- Handle requests and queries appropriately,
- Prepare travel arrangements for company team members,
- Document dictation and minutes of meetings and follow up on actions agreed upon,
- Accurately conduct data entry of surveys and questionnaires,
- Maintain an effective and organized filing system,
- Monitor and handle shortages in office supplies and research advantageous deals or suppliers,
- Handle procurement procedures for office supplies, hospitality needs, printing, equipment, reservation of venues, transportation ...etc.
- Maintain and share a database of suppliers,
- Organize the storage of office supplies, prepare needs for different team members, and maintain an organized and coded system of the storage area,
- Organize office and assist staff in ways that optimize procedures,
- Create and update records ensuring accuracy and validity of information,
- Resolve office-related malfunctions and respond to requests or issues,
- Perform receptionist duties when needed,
- Prepare monthly report on own work efforts,
- Promote the vision, mission, and strategic goals of Sting in general, and represent the organization/program in external events whenever required, as well as participating in the preparation and facilitation of such events,
- Ensure effective communication and maintain relationships with partners and clients.
- Participate in program experience sharing and learning activities to program teams, program partners, and community members; and
- Work together with Sting team to promote an organizational learning culture that contributes to greater organizational impact.
- Undertake other tasks as part of Sting Team or as per guidance of Director of Programs.
Job Requirements
Education & Experience :
- University degree.
- Minimum one year of professional experience in administration or a relevant field.
- Excellent written and verbal communication skills.
- Proficiency in MS Office.
- Excellent time management skills and ability to prioritize work.
- High level of motivation to take initiatives that improve work efficiency.
- Strong organizational and planning skills.
- Attention to detail and problem solving skills.
- Up-to-date with advancements in office gadgets and applications would be an asset.
- Ability to work under pressure.
- Strong interpersonal skills, tactfulness, maturity of judgment.
- Ability to work in a team with persons/partners with different cultural and educational backgrounds.
- Dedication at work and willingness to take an extra step toward delivering quality work.
- Ability to multi-task and work under minimum supervision.
- Flexibility in accepting work assignments outside normal job description.
- Pro-activity
- Responsibility
- Creativity/Innovation
- Integrity
- Passion
- Participation
Language Skills:
- Proficiency in both oral and written English and Arabic.
