Administrative Assistant/Receptionist (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.
Job Summary : The Administrative Assistant/Receptionist is responsible for
providing full support to the project office and activities by overseeing
clerical support functions and providing logistical and administrative backup
for project activities, staff, visitors and consultants.
Primary Responsibilities and Duties:
* Support general administrative and clerical efforts, including preparing letters and documents, receiving and sorting mail and deliveries.
* Maintain calendars and schedules appointments for staff members based on the knowledge of their activities.
* Schedule regular and ad hoc meetings, including reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, setting up equipment and assembling background and informational materials.
* Record, typing, and distribution of meeting minutes.
* Keep track of and manage the project stationery inventory required for daily activities and events in coordination primarily with the Events and Administrative Assistant as well as other members of the Finance and Operations (F&O) team.
* Arrange and prepare documents, supervise the photocopying and printing of materials for the project as required.
* Review vehicles logs, comparing them to the expense reports and vehicle rental contracts.
* Translate documents (as requested) from Arabic to English and vice versa, either personally (simple documents) or through outsourcing (complex or lengthy documents).
* Serve as backstopping support to other administrative and front office assistants on an as-needed basis.
* Directly communicate with customers or visitors and direct them to other office personnel.
* Management of courier services and maintenance of records for invoice process.
* Other duties as assigned.
Required Qualifications:
University degree, preferably in Administration, Commerce, Arts or
related field.
Knowledge, Skills, and Abilities:
* A minimum of ‎3 years of experience working in an NGO or business environment with demonstrated expertise and experience coordinating administrative tasks.
* Experience working in USAID projects is preferable.
* Ability to work independently and also as part of a team.
* Excellent verbal and written abilities in both English and Arabic.
* High level of responsibility and integrity.
* Ability to shift priorities and multi-task in0 a high-paced environment.
* Exhibit friendly and helpful attitude at all times given the high level of interaction with partners and staff.
* Excellent interpersonal and written communication skills, problem-solving ability, particularly last-minute changes.
* Excellent computer skills required: including excellent word processing skills and experience with MS Word.
*Effort, Reporting and Other Administrative Requirements:
The Administrative Assistant/Receptionist is a full-time position that reports
to the Sub-Awards/Operations 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: January 3rd, ‎2023
* Please submit an updated resume (CV) with your application
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.