Administrative Assistant

Position Summary:

The Administrative Assistant will support the administrative, logistical, and operational needs of the HEI office, as well as supporting the project’s disability activities. Activities include serving as receptionist, data collection, entry; participant data reporting to USAID as R1; ; conducting procurement and inventory processes; drafting documents; coordinating travel logistics, and coordinating appointments and meetings.

Responsibilities:

• Serve as first point of contact in the project office for visitors or calls;
• Draft documents such as letters, reports, and invitations;
• Conduct basic translation between Arabic and English as required, coordinating with external professional translators on more significant documents;
• Arrange logistics for meetings (invitations, location, refreshments, other);
• Coordinate and make arrangements for staff travel in accordance with AMIDEAST and USAID travel policies;
• Coordinate staff travel with AMIDEAST, car rental companies, airlines, and/or hotels.
• Conduct proper procurement of equipment, property, and services, following AMIDEAST procurement policies;
• Maintain and monitor inventory of all project equipment and property, conducting quarterly reviews;
• Maintain up to date, clearly organized grant files containing all required documents, and monitor M&E documentation, auditing as needed;
• Report participant data to USAID quarterly through TraiNet, and monitor study abroad participant validation deadlines
• Assist with administrative tasks for the university disability service centre component (online research, phone calls, purchasing, etc)
• Provide support for other program activities as needed.
• Perform other tasks as requested.