Administrative and Coordination Officer

POSITION TASKS AND RESPONSIBILITIES

• Assists the Secretariat in all their duties and responsibilities to accomplish a larger volume of work in the shortest time and the correct and required manner.
• Follows up on pending administrative matters and ensures on-time completion.
• Responsible for administrative support tasks for employees within projects.
• Coordinates with office and project staff employees in organizational and logistical support tasks.
• Manages MENA Rosa accounts on social media.
• Respond to requests for information about MENA Rosa, and relay/direct such inquiries to the appropriate individuals.
• Works closely with the Regional Coordinator and Focal Points to ensure that all project documentation and records are kept up to date.
• Coordinates the regional coordinator’s appointments, travel schedule, and accommodation.
• Maintains a filing system to document related MENA Rosa projects.
• Supports MENA Rosa in organizing special events and activities.
• Organizes and supervises the maintenance of workstations and office space.
• Takes minutes of meetings (Secretariat meetings, meetings called for by the Regional Coordinator) and distributes the minutes to the Project’s team members, concerned staff members, concerned members, partners, etc.
• Assists in the procurement process and logistics process.
• Supervises the control and inventory of office equipment and consumables.
• Organizes and manages schedules and calendars for staff, managers, and officers.
• Receives and processes communication channels, including email, phone, and physical mail.
• Assists with personnel databases.
• Confers with the accounting department to process invoices, helps make payments, and verifies receipts.
• Coordinates with MENA Rosa’s web developer.
• Follows-up and data collection with the Focal Points on the implementation of projects.
• Compiles the material that has to be posted on MENA Rosa’s website.
• Attends meetings and records and organizes notes and messages for managers and senior-level officers.

COMPETENCIES

• Bachelor’s degree in Business Administration, Data Science, Human Science, or another relevant field.
• A minimum of 3-5 years of experience in an NGO.
• Good knowledge of Social Media (Facebook, Instagram and Twitter). 
• Fluency in spoken and written Arabic, French and English, including report writing skills.
• Strong communication skills.
• Ability to plan and prioritize tasks and work under pressure.
• Fast learner