Administrative Assistant (OSRA Project)

Project Description:
The OSRA program is five-year USAID-funded project. The goal of the OSRA
program is to improve family health outcomes by reinforcing the national
family planning and reproductive health (FP/RH) program in partnership with
the Ministry of Health and Population (MOHP). The OSRA program will achieve
this purpose through the three pivotal results: ‎1) Women 's and men's uptake
and continuation of voluntary family planning services increased; ‎2) Youth
equipped with knowledge and skills necessary to make healthy life choices; and
‎3) Gender dynamics improved for enhanced voluntary family planning and
reproductive health outcomes. The OSRA program will closely collaborate with
different local stakeholders and other Government of Egypt (GOE) entities to
attain its results.
Summary: Provides a range of administrative support services to promote
efficient delivery of services for the functional area staff. Maintains high
standards of professionalism, efficiency, personal communication, discretion
and independent judgment in coordination and scheduling activities, filing,
document preparation, and functional area activities. Manages a wide range of
highly sensitive issues under tight deadlines.
Key Job Responsibilities:
* Scheduling Activities: Manages and maintains schedules. Plans and coordinates special events such weekly/monthly departmental and company-wide meetings; Arranges international and domestic travel and meetings by developing itineraries and agendas, booking transportation and arranging lodging and meeting accommodations for all functional area staff.
* Documentation Preparation: Prepares and edit correspondence, communications, and Power Point presentations. Drafts and formats departmental communications and reports.
* Communications: Communicates and handles incoming and outgoing calls and electronic communications on behalf of the direct supervisor. Serves as the functional area 's first point-of-contact for internal and external stakeholders.
* Processing, Filing and Auditing: Sets up and maintains files and forms in compliance with legal guidelines. Processes invoices for the functional area for submission to Finance for payment. Participates in compliance audits.
* Subject Matter Expert. Acts as subject matter expert for functional area systems.
* On-boarding Coordination : Processes new hires for the functional area, coordinates and participates in new hire orientation, and completes payroll documentation processing for new hires.
* Project Management and Participation : Leads, manages or participates on cross-functional project teams.
Minimally Required Job-Specific Competencies:
* Organization, Planning, Coordination and Multi-tasking: Advanced organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision. Proven ability to coordinate activities.
* Writing and Editing: Ability to compose and edit correspondence, reports and general documentation.
* Filling and Records Maintenance: Ability to file and maintain records.
* Functional Area Systems Expertise: Advanced knowledge of functional area systems.
* Onboarding: Ability to onboard new hires of business unit and process required paperwork
Required Education, Training and Experience:
* Bachelor's degree, or a combination of education and work experience that yields the required competencies
* ‎4 years related experience, including experience in administration
* Prefer: Experience in non-profit organizations and/or USAID projects
Effort, Reporting and Other Administrative Requirements:
The Administrative Assistant is a full-time position that reports to the
HR/Admin Manager who will coordinate all aspects of his/her employment,
including but not limited to job description, duties, qualifications, working
environment, and performance.
Important Notice:
* This position is based in Egypt
* Deadline for Submitting Applications: September 15th, ‎2022
Additional Information:
* Pathfinder International is an equal opportunity employer committed to company diversity.
* This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment.
* Pathfinder International reserves the right to review and revise this document at any time. Furthermore, the employee will review the Job Description annually with their supervisor/s to include additional or revised responsibilities and tasks as deemed necessary.
Pathfinder is committed to the safeguarding and protection of the people we
serve and our staff. We have zero tolerance for any type of behavior that
inflicts harm on children, young people, adults, our staff and partners
including sexual abuse, harassment, bullying, and exploitation. We do
everything possible to ensure that we recruit only those who are suitable to
work with for us and expect that everyone we hire will abide by our
safeguarding and related policies and will report any suspected or known
violations. This job is subject to a range of vetting checks as legally
permitted in the country where they are being hired. By submitting an
application, the job applicant acknowledges they understand our intent to
verify suitability to work with us