Admin and Operations Assistant

ASI is a global advisory company that works locally to transform lives by making economies stronger, societies more stable, and governments more effective. We collaborate with governments, foundations, and companies that share our vision of addressing the world’s most pressing challenges.

We are currently seeking an Admin and Operations Assistant to support the effective delivery of the Negotiations Support project, NSP. This role is critical in ensuring the smooth operation of administrative, logistical, and operational activities. The Admin and Operations Assistant will handle office management tasks, travel coordination, meeting arrangements, and procurement support. Additionally, the role will involve working closely with the Finance and Operations Lead and project teams to maintain high standards of organization and efficiency, contributing to the overall success of ASI's mission in the region.

Tasks and responsibilities:

The Admin and Operations Assistant, under guidance of the Finance and Operations Lead will:

1. Administrative Support 

• Handle office reception duties, including calls, visitor greetings, and inquiries. 
• Provide general administrative support, including filing, data entry, and document preparation. 
• Assist the Finance and Operations Lead with correspondence and report formatting.

2. Travel and Logistics Coordination 

• Arrange travel bookings for project staff, including flights, accommodations, and local transportation. 
• Coordinate logistics for meetings, workshops, and events, including venue bookings, catering, and hospitality arrangements. 

3. Office Management 

• Maintain office supply inventory and place orders as needed to ensure smooth operations. 
• Act as the point of contact for IT support and coordinate office repairs and maintenance with relevant providers. 
• Keep the office environment organized and functional, addressing any operational issues promptly. 

4. Meeting Coordination 

• Schedule and organize internal and external meetings, set appointments, and manage conference call arrangements. 
• Prepare meeting agendas and take minutes as required. 

5. Ad-Hoc Tasks and Support 

• Perform ad-hoc administrative tasks as requested by the Finance and Operations Lead, Project Managers, or Team Leader. 
• Support the Finance and Operations Lead in maintaining and updating project records and documentation. 
• Assist with basic finance-related tasks, such as processing payment requests, organizing financial documents, and coordinating with local vendors for payment follow-ups. 
• Support procurement activities, including requesting price offers, communicating with potential vendors, assisting in supplier evaluations, and conducting due diligence on suppliers to ensure compliance with organizational policies and project requirements. 

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• Minimum of a bachelor’s degree in Business Administration or a related field. 
• Prior experience in an administrative, receptionist, or operations role is an asset, but fresh graduates are highly encouraged to apply. 
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). 
• Excellent organizational and time management skills, with the ability to prioritize tasks in a fast-paced environment. 
• Strong communication skills, both verbal and written. 
• Proficient in English, both written and spoken (proficiency in Arabic is an advantage). 
• Ability to work collaboratively and maintain a positive attitude under pressure.

We particularly welcome applications from Palestinian nationals and encourage women and members of traditionally marginalised and vulnerable groups to apply.

Duration

01 January 2025 – March 2025, with the possibility of extension pending client approval.

Apply to [email protected] with subject "Admin and Operations Assistant Application" by 10 December 2025. Application should include detailed professional CV, with a summary of the relevant experience and three reference contacts, with at least one of them from a former colleague.