Jordan: Administrative Assistant

ABOUT THE OPPORTUNITY

Internews seeks an Administrative Assistant for the “USAID Strengthening Civil Society and Media Systems Activity (Sawt)” project. Under the supervision of the Operations Officer, the Administrative Assistant will assist in general office administration and logistics and provide administrative support to facilitate the successful implementation of Sawt activities. The Administrative Assistant will also be responsible for the reception area. The Administrative Assistant is an entry-level role requiring some prior professional experience.

LOGISTICS

This role will be based in Amman, Jordan.

Applications will be reviewed on a rolling basis, so candidates are encouraged to apply soon.

This is a limited-duration position, with an expected end date of 31 March 2027.

OUR COMMITMENT TO FOSTERING A CULTURE OF BELONGING

We are an organization of dynamic, mission-driven individuals who are passionate about our core values and about supporting positive change in the world. We pride ourselves on our commitment to innovation and flexibility. We believe that diverse teams are strong teams and work to support an ethic of belonging, dignity, and justice for all people. Our current team includes a mix of genders, parents and non-parents, and people of multiple races, nationalities, ages, sexual orientations, and socioeconomic backgrounds. We are an EEO employer and encourage candidates of all races, genders, ages, orientations, ethnicities, and national origins to apply, and welcome those with alternative backgrounds and experiences.

DAY-TO-DAY TASKS will include:

Office Management

• Greet and assist office visitors.
• Manage Sawt office landline and/or other main phone, information email inbox.
• Receive incoming correspondence and route to appropriate parties.
• Maintain the reception area.
• Schedule meetings and manage booking of meeting rooms.
• Track inventory of office supplies monthly and inform the Operations Officer of any replenishment needs.
• Support in coordinating with the cleaning company and other office maintenance service providers.

Administration

• Provide administrative assistance to support the implementation of project activities, especially those involving external stakeholders.
• Schedule and attend meetings, take notes, and follow up with staff and other relevant parties on action items.
• Assist in preparing (typing) official correspondence and distributing it according to the guidance of the Technical and Operations teams.
• Establish, develop, and maintain Sawt incoming/outgoing correspondence both in hard and soft copies; maintain records of official correspondence.

Coordination and Logistics

• Upon request, assist in planning events. This involves selecting venues, arranging catering, sending invitations and maintaining the guest list, ensuring the availability of required stationary/equipment and any other logistic needs.
• Assist in providing logistic support to Sawt project and field visits.
• Support the Operations Officer in arranging local transportation for official in-country travel as well as arranging flights and accommodation for official international travel for staff and visitors.
• Support in establishing vehicle movement schedules.

Values & Flexibility

• Perform any other related duties assigned by the supervisor.
• In all duties, an understanding of and demonstrated commitment to upholding Internews’ Core Values.

QUALIFICATIONS WE’RE LOOKING FOR:

Required

• Bachelor’s degree in business administration or another related field.
• 1 to 3 years of experience in office administration and/or logistic support and coordination.
• Professional proficiency in English and Arabic (written and spoken).
• Computer proficiency, including familiarity with Microsoft Office.
• Good organizational and multi-tasking skills.
• Ability to prioritize tasks and meet deadlines.
• Strong interpersonal skills.

Preferred

Note: Candidates who do not have these preferred qualifications, but are interested and willing to learn, are encouraged to apply.

• Diploma or certificate in secretarial practice.
• Previous experience in organizing professional events (workshops, trainings, information sessions, launching activities etc.).
• Previous experience in writing business correspondence.
• Prior administrative and/or logistic experience in working with donor funded projects, especially USG and/or NGOs.