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هذه الوظيفة مغلقة

Project Assistant, Ahlan Simsim

الوصف ومتطلبات الوظيفة

Background/IRC Summary:

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities that support them, as well as with those who remain within their homes and communities. At-work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. IRC reaches over a million children annually with education and child protection programs in 25 countries around the world.

 

Years of war in Syria have pushed millions from their homes and into poverty, and millions more have become refugees in Lebanon, Jordan, Turkey, Iraq and further afield. Equally complex is the emergency in Iraq, where waves of fighting and displacement have overwhelmed infrastructure and services and pushed communities to the brink. The economic, social, and health effects of these dual crises have changed the entire region. In the Middle East (Syria, Lebanon, Jordan and Iraq) IRC responds to displaced people’s acute and longer-term needs with integrated programs that improve health and safety, prioritize children’s education, foster economic wellbeing, and empower communities to regain control over their lives.

 

Sesame Workshop and IRC have won the inaugural MacArthur Foundation 100&Change competition, a $100 million grant to make measurable progress toward solving a significant problem. The Ahlan Simsim program is embarking on a life-changing, five year intervention to bring vital early learning and nurturing care to more than nine million children and families affected by the ongoing civil war in Syria. Among other activities, the program will create multimedia programming for children affected by the conflict. Together with the Sesame Workshop, we will develop a pliant platform to reach young children and their caregivers wherever they are and measure how we impact their lives. For more information, please visit: http://refugee.sesameinternational.org/.

 

Reporting to the Project Coordinator, the Project Assistant will be responsible for supporting administrative and finance management of the Ahlan Simsim project.

 

The Project Assistant is responsible for the following key objectives:

  • Administrative and financial support for the project;
  • Follow up on all administrative and logistical support with all departments Supply Chain, IT, Shared Support unit, Transportation, HR
  • Visitor management, event coordination and meeting management,

 

Major Responsibilities Include:

 

Administrative support:

  • Provide direct administrative support to regional project team including copying, dissemination of documents, filing, etc. 
  • Supports on report preparation: collect information, compile data, and organize files as requested by the project team
  • Arrange travel arrangements with the SSU (flights, accommodations, and transportation) for senior management team members and visitors.
  • Translation English – Arabic when needed.

 

Financial support

  • Support in the preparation of any needed internal finance report.
  • Liaise with the Finance Manager with regards to any needed reconciliation or payment request, Expenses report as necessary.
  • Assist in preparing over all financial report reconciliations for Ahlan Simsim Program
  • Manage contracting and invoicing for consultants and short-term staff

 

Focal point with Shared Services Unit, Finance, HR and Supply Chain

  • In coordination with Finance and Supply Chain:
    • Responsible for payments tracking and communication, including updating the tracking sheet and informing suppliers about transfers and checks readiness for collection
    • Provide support on budget recodes and other financial management needs as necessary
  • In coordination with Shared Services Unit:
  • Ensure office equipment is stocked with required supplies (toner, paper etc.) for IRC and Sesame workshop team   
  • Assist project team members in organizing staff and/or external meetings, conferences, and workshops, including venue logistics, travel, and transportation 
  • Coordinate international staff benefits (e.g., housing, security)
  • In coordination with the HR:
    • Support on tacking external consultants recruitment, templates, payments

 

Schedule and meeting management

  • Maintain detailed schedule management and calendar for regional project activities (meetings, travels. etc)
  • Attend meetings as requested to take notes and follow up on actions as needed
  • Maintain and circulate organized meeting notes

 

Visitor Management and Event Coordination;

  • Manage and maintain detailed visit schedules for all incoming visitors including supporting Country programs with visitor management
  • Maintain detailed visitor tracking log for all project sites
  • Liaise with security and Shared Services Unit for visitor logistics
  • In coordination with the project team and communications colleagues ensure that all visits have relevant and needed documents and briefing notes
  • Ensure high-level visits follow appropriate protocol

 

Other

  • Support Project Coordinator to maintain project management tools, systems
  • Other tasks as assigned by the Project Coordinator and project team

Key Working Relationships:

 

  • Position Reports to:  Project Coordinator, MacArthur 100&Change
  • Position supervises: N/A

 

Other Internal and/or external contacts:

  • Internal: Regional, country, and HQ staff for the MacArthur 100&Change project; Finance staff         
  • External: Sesame Workshop regionally based staff, all visitors

 

Requirements:

  • University degree in Business Administration or a relevant field
  • Minimum of 4 years of professional experience in office administration, preferably with an international NGO or multi-national firm
  • Autonomous, honest, highly responsible, and punctual
  • Excellent follow up and working well with several departments
  • Ability to improvise and be flexible when needed working under pressure
  • Excellent communication skills both verbally and in writing
  • Excellent organizational skills and ability to multi-task in fast-paced working environment
  • Fluency in English and Arabic
  • Proficiency in Microsoft Office

 

Working Environment:

  • Standard office work environment
  • Position is based in the IRC Regional Office in Amman, Jordan

 

Only Applicants who apply through the link will be considered : 
https://rescue.csod.com/ats/careersite/jobdetails.aspx?site=1&c=rescue&id=4016