Senior Admin Associate
The Senior Admin Associate (SAA) provides operational and administrative support to the MTaPS Jordan program implementation and reports directly to the Country Program Director (CPD). The main responsibilities include administrative support to the CPD and management of administrative and logistic requirements for successful implementation of technical activities.
S/he works closely with the Senior Technical Advisors, the Technical Advisors, and other consultants and liaises between them and the Finance/Administration team to ensure optimal and timely administrative and logistic support of activity implementation. The SAA keeps the teams continuously informed and aligned to ensure that administrative processes run smoothly, and challenges are addressed in a timely manner. S/he provides high-level administrative support to the CPD, organizes program technical and administrative documentation, and supports the daily office operations and intermediate and long-term technical goals of the program.
MAIN DUTIES AND RESPONSIBILITIES:
Administrative Support to the Country Program Director (50%)
- Provides the full range of secretarial services including managing calendars, receiving and screening incoming mail and documents, receiving and screening visitors, making official travel arrangements and reservations, filing, records management.
- Oversees all the steps required for drafting and finalizing official program correspondence.
- Manages incoming and outgoing official communication (mail) including receiving, screening, and tracking distribution of mail to and from counterparts.
- Ensures that official communication includes necessary attachments and follows proper branding and marking requirements; identifies priority and time sensitive incoming/outgoing communication and initiates appropriate actions with the team.
- Produces advanced drafts of communication and/or administrative documents in Arabic or English, and translates such documents as needed.
- Manages work tracker for activity implementation and administrative management.
- Takes and distributes notes for meetings including technical meetings if/when needed.
- Coordinates activities and communication with home office teams and monitors progress on pending tasks.
- Ensures that office equipment is in working condition and coordinates communication with Information technology personnel.
- Ensures that the offices are neat and organized, has adequate supplies, and works with the Finance & Administration (F&A) team to request required services.
- Assists with various department specific administrative functions such as in the preparation of contracts, forms, and reports.
- Maintain responsibility for dissemination of program and team information, and contribute to MSH knowledge, programs, tools and approaches.
Management of events: (50%)
- Responsible for the preparation and overall management of all program events including meetings, workshops, training, official visits, technical field visits etc.
- Works closely with the F&A Manager and with the technical and operation teams on all event logistics, including transportation requirements, room and board, and catering as applicable, to ensure timely preparation and successful event implementation; this responsibility includes providing direct assistance in logistic preparations and communicating directly with external partners, vendors, and/or attendees as needed.
- Completes the event-preparation forms and checklists in close coordination and collaboration with the F&A and technical teams according to deadlines and provides updates to the CPD appropriately.
Education:
Required: Bachelor’s degree or equivalent education
Preferred:
- B.S. Industrial Engineering.
- B.S. Business Management or related field.
Experience:
- 3-5 years of progressively responsible related work experience in a similar field.
- Excellent proficiency in English and Arabic, written and verbal, is a must.
- Excellent knowledge of normal business practices and office administration procedures.
- At least one year of experience with USAID, the USG, NGOs or other donor organizations is preferred.
- Experience working with teams from different technical areas and backgrounds.
Knowledge, skills and competencies:
- Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports, executive summaries, and letters while integrating technical information.
- Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
- Highly developed organizational, administrative, and leadership skills.
- Demonstrated ability in computer skills for word processing, databases, spreadsheets, and presentations (Microsoft Office applications).
- Bring high level of detail to projects and assignments.
- Ability to work both independently and as an effective team member in a complex and fast-paced environment.
- Adaptability – shows the ability to manage multiple conflicting priorities.
- Teamwork – work as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.
- Organized and detail oriented.
- Excellent at time management.
- Professional attitude is critical and initiative to tackle new and challenging problems.
Physical demands: Availability to travel (20%) domestically as needed. Keyboard use, Pulling drawers. Lifting papers <10lbs., ETC.
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.
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