Project Administrative Assistant

General objective of the job   The Project Administrative Assistant assists in the overall implementation of the project and takes charge of project implementation in case of project coordinator absence.     Position in the organisation   The Project Administrative Assistant is part of the Programs department reporting to the Project Coordinator. S/he does not manage staff.     Result areas   1.         Handling finances   Prepares monthly payments for staff in the field Follows up closely on monthly payments and cheque advances Weekly controls the budget to ensure proper expenditure of each budget line     Result: Finances are handled in such matter that field staff are paid on time and according to precise documentation.   2.                     Handling Administration       Develops and maintains a filing system of partners Keeps track and monitor advances of partners Performs administrative tasks (photocopies, buying stationeries, scanning/faxing documents, minutes of meetings) Assists in preparation of monthly and completion reports; Prepares and submits bi-weekly reports to the supervisor on the date identified   Result: Administrative tasks are handled in such a way that a filing system is in place.     3.                    Organization, Coordination and Management   • Organizes trainings, seminars, project opening ceremonies, hosting donors and beneficiary visits, site inspections, etc.  • Coordinates with the field and ensures that the work is done properly and on time by meeting WCH targets. • Manages minor procurement processes (fuel supply, stationary provision, vehicle servicing, utilities, minor purchases for all project activities);     Knowledge and Experience   Degree in Management, finance, or similar degree Experience in similar positions with an NGO is preferable Preferably previous experience working with children/refuges/vulnerable populations   Skills and Competencies   Strong computer skills, Microsoft office and especially Excel Fluency in Arabic and English Cultural sensitivity Result-oriented Attentive to detail and cost-conscious; Tolerance Works well in small team, Flexibility