Jun 19, 2017

Jordan: Executive Assistant

NGO/UN Job Vacancy



Organization: Questscope
Country: Jordan
Closing date: 07 Jul 2017

QUESTSCOPE

JOB TITLE: Executive Assistant to the International Director

SUPERVISOR: International Director

DATE: June 2017

JOB SUMMARY:

The Executive Assistant to the International Director (ID) works closely with the ID to provide administrative and organizational support, with the goal of enabling the ID to leverage his time effectively and accomplish/delegate tasks/responsibilities efficiently. The EA performs the duties of the position with thoroughness, discretion, and confidentiality.

JOB DUTIES:

  • Manages the ID’s daily/weekly/monthly work schedule. Keeps the schedule up-to-date and notifies the ID of any changes in a timely manner.
  • Screens/monitors all incoming calls/unscheduled visits to the ID’s office. Takes complete and accurate messages and ensures that the ID receives them in a timely manner. Under the direction of the ID, the EA may respond to a message when appropriate.
  • Screens/monitors all incoming emails, letters and other communication to the ID’s office. Under the direction of the ID, the EA may be asked to forward emails for action to appropriate persons and/or draft responses to emails, letters, etc.
  • Provides administrative support through composing and/or editing confidential correspondence, memoranda, contracts and proposals, etc.
  • Assists the ID in producing documents, writing research papers, case studies, concept papers, grant proposals, reports and presentations.
  • Assists with editing documents that have been translated from Arabic into English.
  • Maintains a well organized office system, including data management, and filing.
  • Works with the ID to prepare the ID’s travel itineraries and ensures that itineraries (and changes as they arise) are clearly communicated to all concerned parties.
  • Works with the ID to arrange the ID’s travel, hotel, and car reservations, etc.
  • Manages the Questscope Guest Schedule and ensures that accommodations, transport, meetings and events are organized. Coordinates with other staff or external partners as necessary.
  • Manages the ID’s social networking site(s), ensuring appropriate and clear dialogue.

  • The scope of the Executive Assistant’s role may be extensive. Additional duties may include:

Communication: Collecting and/or collating Jordan Project information, creating use-appropriate documents, and implementing related tasks in Jordan or sending these to the US office for use in reports, board meetings, fundraising activities, website publications, etc.

Taking on some of the ID’s responsibilities and working more closely with management in executing tasks through cooperation and delegation.

Providing information for decision-making processes.

KNOWLEDGE AND SKILLS:

  • Bachelor’s degree in social sciences, business or other relevant discipline
  • At least one to three years' experience in international relief and development in a similar role
  • Strong problem solving and organizational skills
  • Ability to multi-task and to be effective in high-pressure situations
  • Native level spoken and written English
  • Competency in both spoken and written Arabic, required
  • Experience with international donors
  • Competency with Microsoft Word, Excel and PowerPoint
  • Excellent communication (verbal and written) and team-building skills
  • Willingness and ability to work effectively with a wide variety of people
  • Ability to work as part of a team and coordinate with other management and project personnel.

PERSONAL ATTRIBUTES:

The incumbent must maintain strict confidentiality in performing the duties of the Executive Assistant. The incumbent must also demonstrate the following personal attributes:

· conscientious, reliable, with an excellent sense of judgment

· honest and trustworthy

· respectful

· cultural awareness and sensitivity

· flexibility

Questscope is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status. American Refugee Committee complies with all applicable laws governing nondiscrimination in employment.


How to apply:

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