Administrative Assistant/Receptionist

Position: Administrative Assistant/Receptionist, USAID West Bank Pre-Service Teacher Education Activity
Location: Ramallah, West Bank
Period of Performance: One year with expected renewal to five years

ABOUT IREX:

IREX is an independent nonprofit organization dedicated to building a more just, prosperous, and inclusive world by empowering youth, cultivating leaders, strengthening institutions, and extending access to quality education and information. Founded in 1968, IREX has an annual portfolio of over $80 million, offices in 20 countries, and a global staff of 400. We work in more than 100 countries worldwide.

SUMMARY OF POSITION:

IREX seeks an Administrative Assistant to support a five-year USAID-funded Pre-Service Teacher Education Activity in the West Bank. The project aims to improve the relevancy and quality of education diploma programs for pre-service teachers.

Under the supervision of the Operations Officer, the Administrative Assistant will assist with the project’s overall administration, including logistics, copying, filing, answering the phone, welcoming visitors, and other tasks.

SUMMARY OF RESPONSIBILITIES:

-    Receives and directs telephone calls and inquiries to appropriate staff members; takes and relays messages;
-    Assists with special projects;
-    Routes communications, and responds to routine requests for information;
-    Assists Operations Officer as necessary in preparations for in-house and external meetings;
-    Receives and controls incoming actions, ensuring compliance with deadlines. Sorts and distributes correspondence and other mail;
-    Maintains Human Resources and project files, correspondence, program documents, and reports.
-    Prepares files for storage or destruction, as apropriate;
-    Provides phone and other backstopping support to other staff on an as-needed basis;
-    Assists periodically by making photocopies, sending faxes and e-mails, updating leave and travel schedules, and receiving visitors;
-    Prepares packages for courier pickup;
-    Assists in familiarizing new staff members with the office standards and procedures and or participating in their on-the-job training;
-    Maintains leave, travel, and training schedules;
-    Maintains address, telephone, file and visitor’s lists;
-    Maintains files and photocopies documents;
-    Monitors and maintains office equipment;
-    Maintains the reception area;
-    Handles and follows up all  transportation logistics for the staff visits to our clients;
-    Performs other duties as assigned;
-    Contribute to team effort by undertaking additional tasks and responsibilities as requested.

QUALIFICATIONS:

-    Palestinian citizenship or residency is required;
-    Strong computer skills and knowledge of Microsoft applications;
-    Excellent attention to detail and strong organizational skills including ability to prioritize and multi-task;
-    Willingness to work in a flexible manner in terms of number of working hours and days of work, as required by the demands of the program;
-    Detail-oriented with ability to multitask and prioritize in a fast-paced working environment;
-    Excellent ability to remain flexible while adhering to strict deadlines.

ATTITUDES:

-    Good communication and interpersonal skills;
-    Ability to follow oral and written instructions;
-    Ability to prioritize multiple tasks;
-    Positive attitude and willingness to support and assist colleagues.

TO APPLY:

Please submit a CV and cover letter to
 

[email protected]

with the subject line of the applicant’s name and the position title Administrative Assistant/Receptionist by October 25, 2017.

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