Financial and Administrative Assistant

Functional Tasks: 

• Answer and direct phone calls.
• Organize and schedule meetings and appointments.
• Maintain contact lists.
• Coordinate logistics for meetings, including preparing meeting minutes.
• Manage shared files in the organizations, including archiving electronic and paper files.
• Provide technical and logistic support necessary for staff on the administrative and financial levels.  
• Assist in preparation of correspondence to various stakeholders.  
• Follow-up of personnel files, including updating folders, preparing contracts, managing annual leaves and tardiness.  
• Managing personnel attire and adherence to code of conduct.
• Updating BOD files.
• Greet and assist visitors at the organization.
• Preparing travel arrangements for staff, including supporting in visa applications.
• Produce and distribute correspondence, including preparing letters, emails and reports as well as faxing and photocopying documents.
• Managing office petty cash.
• Ensuring office is up to standards at all times, calling maintenance as needed for technical and communication needs (phones, internet, printers).
• Booking conference room for all staff.
• Coordinate office procedures and provide orientation to new staff.
• Resolve administrative problems.
• Engage in voluntary work, including participating and contributing to REFORM’s meetings and activities outside normal working hours.
• Other duties delegated by the Head of Technical Support Unit.

Reporting and follow up requirements: 

The Financial & Administrative Assistant have to prepare regular reports, and considers observations and feedback on weekly and monthly reports.

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Qualifications:

• Bachelor's Degree in Business, Accounting, Communications or related field.
• At least three years’ administrative or finance experience in local NGOs. 
• Advanced computer skills, including Word, PowerPoint and Excel, as well as proficiency in utilizing online resources to resolve technical issues.
• Knowledge of using Bisan accounting system is an advantage.
• Mandatory oral and written communication skills (fluency in English and Arabic).
• Strong ability to work well under pressure and multitask.
• Experience in preparing administrative and financial reports/memos.  

Skills:

1. Proven oral and written skills in English and Arabic - mandatory fluency in both languages.
2. Strong organizational and time management skills.
3. Ability in using computers, printers, fax machines and other common office equipment.
4. Facilitating communication at all levels within the organization.
5. Ability to think on your feet and resolve issues swiftly.
6. Outstanding interpersonal and presentation skills – outgoing personality.
7. Have patience, discretion and sound judgement. 
8. Accuracy and attention to detail.