Administrative Assistant for the Physical Rehabilitation Center (PRC)

Main Role

The Administrative Assistant will be responsible of providing administrative support to the PRC Center by handling paperwork, archiving records, receiving and directing visitors, creating spreadsheets and presentations, as well as filing.

Essential Responsibilities and Duties

Operational Roles and Responsibilities

• Answer incoming calls; take messages and re-direct calls as required.
• Prepare a variety of correspondences (emails, memos, letters, certificates, etc.) and reports.
• Organize and schedule appointments, maintain contact lists, and take detailed minutes of meetings as needed.
• Perform data entry work (PMS, Expenses sheet, PR List, etc.).
• Order front office supplies and keep inventory of stock.
• Handle the administrative tasks of PRC financials at PRP Center level; check and reconcile project bills.
• Prepare, maintain, update and archive project-related paperwork; safely keep sensitive information in a confidential and safe manner.
• Assist in the preparation of reports, ensuring compliance with guidelines.
• Proof read project related documents, records, or other files to ensure accuracy and consistency.
• Maintain knowledge related to project activities and provide general administrative support to the staff.
• Escalate center needs (e.g. supplies, equipment; etc.).
• Report maintenance or equipment problems to relevant personnel.
• Assist PRC manager in preparing reports and supporting documents for governmental agencies and donors.
• Supervise work for all support staff like store keeper, security guards, janitors and drivers
• In charge in recording staff annual and sick leaves and prepare monthly staff attendance sheet.
• Implement LRC systems for purchase, receipt, storage, issuance and use of expandable items in the center.
• Implement LRC system to record daily vehicle usage, repair and maintenance expenses of vehicle.

Accountant duties

• Apply financial management systems of PRC that can provide accurate, current and complete disclosure of financial transactions.
• Prepare monthly cash reports and receipts based on the given format.
• Perform the day to day financial work like recording expenditures and receipts, cash disbursements and purchases.
• Ensure that all necessary supporting documents are verified and attached to payments vouchers before authorized signature are obtained.

Function Specific Experience

• Experience in administrative work
• Experience in drafting and editing documentations in both Arabic and English
• Strong time management skills
• Strong communication and writing skills
• Experience in Microsoft office – Word, Excel, PowerPoint and Outlook

Industry Related Experience

• Experience in similar volunteer-based organizations or humanitarian organizations