Center Administrative Assistant

The Center Administrative Assistant will be responsible for ensuring the efficient and smooth running of the Migrant Center on a day-to-day basis. This includes handling administrative tasks, managing office supplies, coordinating meetings and room bookings, and assisting with financial processes such as receipt collection. This position plays a key role in ensuring smooth logistics, effective communication, and the efficient organization of services and events for Migrant Center participants and visitors. The role requires excellent organizational skills, attention to detail, and the ability to work collaboratively in a dynamic, community-focused environment.

Main Responsibilities of the Position:

1. Center Administration

• Prepare and submit purchase requests, ensuring timely procurement of necessary supplies and materials for the Center.
• Coordinate logistical activities within the Center to maintain an efficient and functional environment.
• Ensure the maintenance and upkeep of Center equipment and work closely with the Center Coordinator to keep the asset and inventory list updated.
• Assist the Center Coordinator in organizing office activities and outdoor events for the Migrant Center, ensuring logistics and operational needs are met.
• Collect, organize, and process receipts for financial purposes, ensuring proper documentation for tracking expenses.
• Assist the Finance team by ensuring timely submission of financial records related to center operations.
• Support the Migrant Center’s budget management by keeping accurate records of purchases and expenditures.
• Oversee the project's support staff (Cleaner and Guard) and ensure accurate attendance records are maintained.
• Driving is required as part of the role, including to the Country Office (CO), to suppliers, or to collect goods as needed.

2.  Course Administration

• Assist in ordering and preparing materials and supplies required for courses, while keeping accurate records in the stock book.
• Support the Center Coordinator in reaching out to beneficiaries, including managing follow-ups on appointments and schedules.
• Handle the registration process for participants in courses and sessions offered at the Migrant Center, ensuring smooth entry and participation.
• Collect and organize information related to course content, participant details, and progress, ensuring that records are accurate and up to date.
• Maintain both hard and soft copies of participants' attendance records, ensuring compliance with documentation protocols.
• Assist in maintaining documentation as per MEAL (Monitoring, Evaluation, Accountability, and Learning) guidelines.

• Prepare graduation certificates and assist in organizing graduation ceremonies for participants.

3. Hosting & Hospitality 

• Ensure a welcoming and prompt reception of visitors to the Migrant Center and help when needed.
• Coordinate logistics for meetings or visits by staff, ensuring necessary arrangements are made in advance.
• Execute any additional tasks requested by the Center Coordinator or the Project Director in line with the Migrant Center's operational needs.

Qualifications, Skills, and Attributes: 

• Excellent verbal and written communication skills.
• Proven experience in administration or support roles, ideally in a community-focused or non-profit setting.
• Good proficiency in Microsoft Word and Excel, as well as familiarity with basic computer programmes.
• Strong organizational and team working skills.
• Good cultural awareness and sensitivity.
• Highly approachable, trustworthy and maintain confidentiality.
• Fluency in Arabic and English is required.
• Proactive and solution-oriented, with a demonstrated ability to work independently and collaboratively

Core Values and Ethics:

• Commitment to JRS’s mission, vision, and values; ability to convey with enthusiasm JRS’s role in accompanying and serving forcibly displaced people and to advocate for their right to protection and a life in dignity.
• Trustworthy and good listener.
• High sense of discretion in dealing with confidential matters.
• Acceptance of diversity and inclusion as core values.
• High integrity and honesty.
• Ability to deal tactfully and discreetly with people, situations, and information.