Administrative/Executive Assistant

Job Summary:

The Administrative/Executive Assistant (EA) will provide high-level administrative and executive support to the Country Director and the Ramallah office. The EA will be responsible for ensuring efficient office operations, facilitating communication, managing schedules, and assisting in logistical coordination for Anera’s programs. The successful candidate will be proactive, organized, and capable of handling multiple tasks with minimal supervision.

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Key Responsibilities:

Administrative Support:

• Serve as the primary point of contact for general inquiries about Anera’s work in Ramallah, answering phone calls and greeting visitors in a professional manner.
• Offer general administrative support to Ramallah office staff, ensuring the smooth day-to-day functioning of the office.
• Coordinate printing, mailing, photocopying, and other general office administrative tasks.
• Manage office supplies, ensuring stock levels are maintained and orders are placed as needed.
• Maintain accurate records of office assets, including furniture, laptops, and other equipment.
• Handle incoming and outgoing correspondence, including sorting and distributing mail.

Executive Assistance:

• Provide direct administrative support to the Country Director, including managing their calendar, scheduling meetings, and arranging appointments.
• Prepare meeting materials, take minutes, and follow up on action items as needed.
• Handle confidential and sensitive information with discretion.
• Coordinate travel arrangements for the Country Director, including flight bookings, accommodation, and transportation, ensuring all travel plans are efficiently organized.
• Assist in drafting communications, reports, and presentations as directed by the Country Director.

Logistics and Coordination:

• Coordinate hotel bookings, transportation, and other logistics for visiting staff, consultants, and partners in Ramallah.
• Liaise with external vendors for office maintenance, ensuring timely resolution of any facility-related issues.
• Manage health insurance-related matters for Ramallah staff, including following up on claims and inquiries.
• Assist in organizing events, workshops, and conferences, ensuring all logistical aspects are in place (e.g., catering, venue setup, materials distribution).

Record Keeping and Documentation:

• Ensure that all office and project-related documentation is properly filed and archived, both digitally and physically.
• Keep track of office expenses, prepare expense reports, and liaise with the finance department for reimbursement processing.
• Maintain an updated list of key contacts and vendors relevant to Anera’s operations in Ramallah.

Other Duties:

• Perform any other duties as assigned by the Country Director to support the overall success of the Ramallah office and Anera’s mission.

Qualifications:

• Minimum of 1 year of experience in an administrative or executive assistant role, preferably in an NGO or international organization setting.
• Bachelor’s degree in business administration, management, or a related field is preferred.
• Excellent organizational and time management skills, with the ability to multitask and prioritize tasks effectively.
• Strong communication skills, both verbal and written, in English and Arabic.
• Proficiency in Google Suite and other office management software.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Strong attention to detail and problem-solving abilities.
• Ability to work both independently and as part of a team.
• Willingness to be flexible and adapt to the dynamic needs of the office and Country Director.

Additional Requirements:

• Willingness to work flexible hours when necessary, including occasional weekends or evenings.
• Familiarity with Anera’s work and commitment to the organization’s mission and values.

How to Apply:

Send a cover letter, and resume to [email protected] with “Administrative/Executive Assistant - Ramallah” in the subject line. We will only consider applicants who respond in this way. Interested candidates should apply by October 27, 2024.