Jordan: Administrative Assistant

ABOUT THE OPPORTUNITY

The Administrative Assistant will work closely with the management team of the project to help coordinate general office administration and logistics. They will also act as the liaison between the management, technical and operational staff and will provide administrative support to facilitate the successful implementation of the project activities. The Administrative Assistant will additionally be responsible for the reception area.

LOGISTICS

Ultimately, 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:

• Support in the coordination of administration related tasks to ensure the smooth flow of operations and implementation of the project activities.
• Provide administrative assistance to the project and the implementation of the project activities, particularly those involving engagement with external stakeholders (preparing for events, selecting venues, securing catering, sending invitations, following up on the guest list, ensuring availability of stationery and equipment needs, assisting in logistics, etc.).
• Schedule meetings, take notes, follow up with the staff and relevant parties on action items and manage meeting rooms’ bookings.
• Assist in preparing (typing) official correspondence and in sending it out according to the guidance of technical and operations teams.
• Establish, develop, and maintain the project’s incoming/outgoing correspondence both in hard and soft copies ensuring there is a proper record of essential correspondence on file.
• Manage office landline and/or other main phone and information email.
• Manage the reception area (receive incoming correspondence and redirect it as needed, greet and assists visitors etc.).
• Provide logistic support to the project and field visits.
• Support the Operations Officer in arranging local transportation for personnel travel within the country and in arranging flights and accommodation for international travels for both staff and visitors.
• Support in establishing vehicle movement schedules.
• Track the supply of stationery items on a monthly basis and inform the Operations Officer of any replenishment needs.
• Support in following up with the cleaning company and maintenance services.
• Any other related duties assigned by the supervisor to ensure program success.
• In all duties, an understanding of and demonstrated commitment to upholding Internews’ Core Values.

QUALIFICATIONS WE’RE LOOKING FOR:

• Bachelor’s degree in business administration or another related field. Additional diploma or certification in secretarial practice is preferred or equivalent lived/professional experience
• A minimum of 3 years of experience in office administration and/or logistic support and coordination.
• Experience in drafting business notes and office correspondence.
• Experience in organizing professional events (workshops, trainings, information sessions, launching activities, etc.).
• Strong communication skills (oral and written) in both English and Arabic.
• Solid computer skills, particularly in MS Office.
• Strong organizational and multi-tasking skills.
• Strong interpersonal skills and ability to work with multiple parties (internal and external).
• Ability to work under pressure.
• Ability to prioritize tasks and meet deadlines.
• Ability to respect confidentiality.

PREFERRED QUALIFICATIONS

• Prior administrative and/or logistic experience in working with donor funded projects, especially USG.
• Prior administrative and/or logistic experience with media and/or civil society sectors.