GENERAL FUNCTION

Operations Assistant for the “USAID Strengthening Civil Society and Media Systems Activity (Sawt)” project. The Operations Assistant under the supervision of the Operations Manager will assist in general office administration, logistics, and procurement, and provide administrative support to facilitate the successful implementation of Sawt activities. The Operations Assistant will also be responsible for the reception area.

ESSENTIAL DUTIES AND RESPONSIBILITIES are listed below; other duties may be assigned.

Office Management

• Greet and assist office visitors.
• Receive incoming correspondence and route to appropriate parties.
• Maintain the reception area.
• Schedule meetings and manage booking of meeting rooms.
• Monthly track inventory of office supplies and inform the operations manager of any replenishment needs.
• Support in coordinating with the cleaning company and other office maintenance service providers.

Administration

• Schedule and attend meetings, take notes, and follow up with staff and other relevant parties on action items.
• Assist in preparing (typing) official correspondence and distributing it according to the guidance of the Technical and Operations teams.
• Establish, develop, and maintain Sawt incoming/outgoing correspondence both in hard and soft copies; maintain records of official correspondence.
• Support in presenting Internews in the Ministry of Social Development and the Ministry of Culture.
• Assist in sending out invitation letters, thank you letters, and regret letters to Sawt partners.

Procurement and Logistics

•  Assist in planning for events; this involves selecting venues, arranging catering, sending invitations and maintaining the guest list, ensuring the availability of required stationary/equipment, and any other logistic needs.
• Assist in providing logistic support to Sawt project and field visits. Under the supervision of the Operations Manager, carry out the procurement process of the project needs including but not limited to, the purchase of office and IT equipment, and printing.
• Keep the vendor list up to date of all authorized vendors with their contact details.
• Assist in managing the firefighting vendor and making sure the equipment is in a good working condition.

• Perform any other related duties assigned by the supervisor.

• In all duties, an understanding of and demonstrated commitment to upholding Internews' Core Values.

REQUIRED QUALIFICATIONS

Education

• Bachelor's degree in business administration or another related field.

Experience

• 2 to 3 years of experience in office administration and/or logistic support and coordination.

Skills

• Professional proficiency in English and Arabic (written and spoken).
• Computer proficiency, including familiarity with Microsoft Office.
• Good organizational and multi-tasking skills.
• Ability to prioritize tasks and meet deadlines.
• Strong interpersonal skills.

PREFERRED QUALIFICATIONS

• Previous experience in organizing professional events (workshops, training, information sessions, launching activities etc.).
• Previous experience in writing business correspondence.
• Prior administrative and/or logistic experience in working with donor funded projects, especially USG and/or NGOs.