Administrative Assistant

COMPANY DESCRIPTION
Established in ‎1951, Amideast is an American nonprofit organization dedicated
to creating hope, opportunity, and mutual understanding among people in the
Middle East, North Africa, and United States through life-changing
opportunities for education and cultural exchanges. Working with local,
regional, and international partners, we provide programs and services that
improve educational opportunity and quality, expand access to U.S. study,
empower youth and women, strengthen local institutions, and develop language
and professional skills for success in the global economy. Headquartered in
Washington, D.C., Amideast operates offices in ‎11 countries in the MENA
region. For more information, visit us at www.amideast.org.
POSITION DESCRIPTION
Provides logistical and administrative support to the Scholarships and
Exchange Programs Department on all programs ensuring timely and accurate
delivery of activities and services.
RESPONSIBILITIES
Tasks and responsibilities for this position include, but are not limited to,
the following:
* Support in the administrative and logistical requirements for the programs team including the accommodation and travel arrangements in coordination with the Admin department
* Handle procurement requests
* Handle transportation arrangements with Admin team
* Handle photocopying and scanning requests for the department
* Handle the communication (verbal and written) with the program participants and/or potential participants
* Maintain an organized and efficient filing system for all program documents whether in hard copies or soft copies uploaded on Sharepoint.
* Develop forms and documents for organizing data.
* Prepare and disseminate pre-departure briefing materials to finalists and follow up on the visa application process in a timely manner
* Provide support in updating the Scholarships and Exchange programs' Alumni database as needed
* Schedule meetings and take meeting minutes if needed
* Handle sending out letters, documents, and courier requests
* Write and distribute emails, letters, and forms whenever needed
* Provide logistical support in the organizing and implementation of the events organized by the department
* Support programs team whenever needed
Qualifications and Skills
Required
* Bachelor's degree in any discipline
* ‎0-‎2 years of admin work experience
* Effective communication skills (written and oral)
* Good command of MS Office
* Ability to multi-task, and work both as a team and independently
Preferred
* Ability to work under pressure
* Prior work experience or internship in an NGO
* Detail-oriented
* TOEIC score of ‎400 or equivalent
WORK ENVIRONMENT
The incumbent in this position will work in a professional office environment
and will utilize the following equipment when working from the corporate
office or remote home office (either on a full time, temporary, or hybrid
basis)
* Computer (laptop or desktop)
* Printer/Photocopier/Scanner/Fax
* Telephone
The physical demands and work environment that have been described is
representative of those an employee encounters while performing the essential
functions of this position. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
This position description is an overview of the major functions and
requirements of this position. This document is not intended to be an
exhaustive list encompassing every duty and requirement of the position; the
Employee's Manager may assign other duties as related or as otherwise deemed
appropriate and necessary within the general scope, without the need for
additional compensation.
Amideast is an equal opportunity employer and prohibits discrimination and
harassment of any type without regard to race, color, religion, age, sex,
national origin, disability status, genetics, protected veteran status, sexual
orientation, gender identity or expression, or any other characteristic
protected by law.
Positions that involve interaction with children will be required to read,
acknowledge, and comply with and attend special training in accordance with
the Child Protection and Safeguarding policy. All Amideast representatives
must comply with the Code of Conduct and all applicable organizational
policies which include but are not limited to, Anti-Human Trafficking and
Prevention of Sexual Exploitation and Abuse.