Consulting Engineering Firm /Job Vacancies

JOB VACANCY

A leading Consulting Engineering Firm working as a USAID contractor in the West Bank is seeking a qualified candidate for two positions one as Administrative Support for the MWH Water and Schools Sector Task Leader and Engineer Assistants, and the other as an Executive Assistant/Receptionist and supporting the MWH Chief of Party (the two positions are located in Ramallah).

Candidate must have good communication skills (written and verbal) in English and Arabic. Must have good customer service skills. Must be well organized and have good filing skills. Must have good skills using Microsoft Office products.

Administrative Support for MWH Water and Schools Sector Team :

Job Description:

• Responsible for the office photocopying, scanning, and filing documents.
• Responsible for drafting and typing written correspondence as needed.
• Receiving and directing office visitors, answering the telephone and taking and forwarding messages.
• Receiving, copying and distributing the daily faxes to the appropriate staff.
• Maintain the confidentiality of incoming and outgoing faxes, email, documents, records, and files.
• Responsible for receiving and sending official mail and correspondence directed to or from the Schools and Water Task Leader as required. Checking for completeness, organizing the time sheets for the MWH Water and School staff and the related site/field engineers every month for all the related projects.
• Filing the submittals and Request for Information (RFI’s) in the filing room.
• Helping the Task Order Leaders and their Assistant Engineers in printing, copying, faxing, and scanning documents.
• Responsible for keeping the general work area around the Water and School staff area clean and neat.
• Responsible to keep the copiers/scanners/printers in the Water and School work area stocked with paper and operational toners, and to inform Logistics staff when services are needed.
• Assist in setting up rooms for meetings and conferences.
• Collects and organizes vehicle use logs.

Chief of Party (CoP) Executive Assistant/ReceptionistJob Description: Serve as the Primary CoP Executive Assistant under the following Responsibilities:

Priorities:

1) Relieve management of administrative detail, all projects ,Coordinate work flow
2) Update and chase delegated tasks to ensure progress to deadlines
3) Take initiative in CoP’s absence
4)Keep CoP projects on schedule
5)Maintain procedures manual to ensure consistent performance of routines

Communication:

1)Compose correspondence/reports for own or manager’s signature
2)Arrange essential mail in priority action order for boss
3)Check deadlines on incoming requests and put preliminary work in play
4)Process replies on own initiative or from bosses’ dictation or notes

Phone:

1)Handle all inquiries within CoP’s capacity
2)Arrange “callbacks” to protect boss’s time
3)Provide backup materials for callbacks
4)Route calls elsewhere as needed
5)Do phone inquiries as needed.

Appointments/Meetings:

1)Maintain calendar; ascertain which events require boss’s presence
2)Fix commitments to maximize boss’s time efficiency, Prepare agenda in advance, Arrange meeting facilities and Act as recording secretary; prepare action minutes

Confidentiality:

1)Perform to earn boss’s full confidence
2)Assure discreet handling of all business .

Visitors:

1)Screen to control interruptions
2)Provide back-up data as needed
3)Arrange amenities as needed

Travel:

1)Arrange travel through internal or outside agents
2)Arrange travel cash in advance
3)Prepare itinerary, trip file and supplies
4)Prepare expense report for boss

Routines:

1)Update secretarial/clerical desk manual
2)Set up “tickler” or reminder system for the CoP
3)Set up “exception reporting” system to handle routines without supervision
4)Routinely re-order department supplies
5)Update mail/phone directories .

Interested applicants should send their curriculum Vitae with a covering letter, in English ,indicating the position they apply for  We will only consider applications sent by e-mail to :
ajp@ palnet.com or Fax Num:022964508 Deadline is 17 March 2009

Applications will be treated in confidence and only those short listed will be contacted for interviews

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