Position Summary

The Administrative Assistant will be responsible for providing administrative support to a new project in Yemen titled “The Yemen Conflict Sensitivity Platform” implemented in Aden, Sana’a (Yemen) and Amman (Jordan) and funded by the Government of the United Kingdom; the Conflict, Stability and Security Fund (CSSF). The program aims to promote peace and stability in Yemen through enhancing conflict sensitive approaches and practices for actors planning and delivering assistance. This will be achieved through ensuring that (i) actors (humanitarian, peacebuilding, stabilisation, recovery and development) providing assistance into Yemen agree on collective actions to ensure the conflict sensitivity of their programmes; (ii) sufficient capacity exists for actors to deliver assistance in a conflict sensitive manner; and (iii) national and organisational policies and overall engagement strategies are better placed to support peace and stability in Yemen.

The activities include monitoring of conflict dynamics, establishment and running of technical-level forums for collective planning, establishment of Conflict Sensitivity Resource Centres (online and in-person), ongoing support for institutional capacity development on conflict sensitivity, and mentoring to relevant agencies/assistance stakeholders.

Based in Amman, Jordan, the Administrative Assistant will report to the Project Manager and will provide administrative support for the project.

Key Responsibilities

Admin support for the project team including but not limited to:

• Supports and assists with all stages of the project activities, follow-up, coordination, obtain entry and exit visas for traveling visitors and employees, obtain work permits for international staff.
• Organizes and arranges meetings with different government representatives, other NGO representatives, and other contacts as required for the project.
• Attends meetings with partners and takes minutes.
• Types correspondences and follows up on them.
• Serves as a direct point of contact for staff and participants concerning meeting specifications, requirements, preferences, registration, confirmations, cancellations, schedules, and cost summaries.
• Ensures documents requiring signature are approved and processed in a timely manner.
• Receives and collects documents related to the project activities and maintains an accurate and complete filing system electronically and in hard copies.
• Confirms bookings and notify clients of travel documents, luggage, insurance, medical insurance, visas and currency requirements.
• Arranges and facilitates for visitors’ transportation, their arrival and visas clearance at airports and ports.
• Provides advice on destinations, accommodation, car rental programs, and flights.

Data collection and analysis

• Arranges field visits for the project team and takes care of travel arrangements, and vehicle arrangements.
• Coordinates logistics for trainings and workshops’ activities.
• Prepares logistics, including invitations, participants’ cards, desk signs, participants’ lists, attendance lists, invoices, per diem forms, taking photos, making copies needed for the training materials, certificates and filling up request forms for stationery needed.
• Distributes materials to participants such as handout, pens, brochures, and evaluation forms.
• Performs any other related duties as may be assigned.

As job descriptions cannot be exhaustive, the position holder may be required to undertake other duties that are broadly in line with the above key responsibilities.

Qualifications

You meet the following qualifications:

Education

• A university degree or equivalent certificate/diploma or similar qualification from a recognised establishment or equivalent experiences.

Experience

• At least 1-3 years’ professional experience in a comparable position.

Skills and Competencies

• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office and Excel)
• Good command of English and Arabic.
• Administrative and technical experience.
• Previous experience in NGO and/or CSO project cycles.
• Very good written, oral, and interpersonal skills.
• Very good organizational and file management skills.
• Time management skills with the ability to multitask.

Behavioural Competencies

• Ability to work through stringent deadlines with acute attention to detail.
• Maintains focus on priorities.
• Self‐starter with the ability to manage time effectively.
• Ability to coordinate and lead committee meetings.
• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office and Excel)
• Willingness to upskill as required by the tasks to be performed.