Project Administrative Assistant

Core responsibilities:

Handling finances

• Assists the administrative project officer in preparing monthly payments for staff in the field;
• Follows up closely on monthly payments and cheque advances;
• Keeps track and monitors advances of partners;
• Filing and controlling financial documents.

Handling Administration 

• Develops and maintains a filing system of partners;
• Keeps track and monitor advances of partners and staff;
• 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;

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;
• Control documents, keep clear filing for partners, payments and other related financial documents.
• Assists in managing minor procurement processes (stationary provision, utilities, minor purchases for all project activities);
• Updates and maintains information on computer database systems and in archives. Conduct some field visits with the field officers and social workers;
• Develops, design, and improve work methods and procedures in coordination with the supervisor;
• Collects documents from the field and enters that in the database;

Necessary experience:

Degree in Management, finance, or similar degree;

Minimum of 1 year experience in similar positions with an NGO;

Preferably previous experience working with children/refuges/vulnerable populations;

Education level:

Bachelor degree

Education field:  

Require skills:

Strong computer skills, Microsoft office and especially Excel;

Fluency in Arabic and English;

Cultural sensitivity;

Result-oriented; Organizational skills

Attentive to detail and cost-conscious;

Tolerance;

Works well in small team;

Flexibility;

Nice to have skills:

Years of experience: 2 years