Administrative Assistant
Purpose of the Job
To support the Valuable Girl Project (VGP) program in its day-to-day operations. This position is responsible for handling various administrative tasks, coordinating meetings and events, managing schedules, and facilitating communication within the team and with external partners, including Community Development Associations (CDAs).
Essential Functions and Responsibilities
Coordination
- Assist in planning and organizing meetings, training sessions, workshops, and seminars.
- Coordinate logistics for events, including booking venues, arranging catering, and preparing materials and supplies.
- Track and record attendance, enrollment, and feedback for meetings and training programs.
- Facilitate communication between trainers, participants, CDAs, and other stakeholders.
- Coordinate the packaging and distribution of printed materials to CDA locations.
- Handle administrative correspondence with CDAs and government entities, including sending event invitations, logistical notifications, and ensuring timely follow-up or redirection as needed.
Administrative Support
- Provide administrative support to the Program Manager and other team members.
- Maintain and update schedules, calendars, and databases.
- Handle incoming calls, emails, and correspondence related to program inquiries.
- Prepare weekly meeting agendas, record detailed minutes, and follow up on action points with relevant team members.
Data Management
- Take meeting minutes and assist in generating reports on program metrics and outcomes.
- Keep records of all materials on SharePoint, including manuals, presentations, photos, videos, participant information, training schedules, and evaluation results.
- Organize and archive documentation to ensure audit-readiness.
- Support the compilation and timely submission of required MoSS reports.
Budget and Inventory
- Record and track expenses to ensure that spending remains within approved limits.
- Order and maintain inventory of supplies, materials, and equipment.
- Monitor printed material stock levels and notify the program team of anticipated shortages to support timely reordering.
- Track CDA financial submissions and compare them with approved funding requests and planned activities; report any differences or changes to the Program Manager.
Procurement and Logistics
- Liaise with the Procurement unit and facilitate communication between procurement and program staff.
- Prepare purchase requisitions, track orders, and confirm delivery of supplies.
- Coordinate with the Facilities unit for vehicle requests and shipments.
- Record and track expenses to ensure that spending remains within approved limits.
Required Education, Experience, Knowledge and Skills
- A Bachelor's degree in Business Administration, Management, Social Sciences, or a related field is required.
- 1 to 3 years of professional experience in an administrative, coordination, or program support role.
- Proficient in both written and spoken English.
- Proficiency in using Microsoft Office tools (Word, Excel, and PowerPoint) and cloud-based storage platforms (e.g., SharePoint).
- Experience working in the NGO or development sector is highly desirable.
- Strong interpersonal skills, with the ability to work with staff at all levels within the organization and external partners.
- Ability to manage time effectively and complete tasks independently.
- Ability to handle sensitive information with discretion and confidentiality.
- An understanding of basic budgeting, financial tracking, and procurement processes.
- A proactive, resourceful, and collaborative team player with the ability to work effectively with staff at all levels.
Travel and Working requirements
- Typical Office environment: walking, sitting, typing, using office equipment, and occasional lifting of boxes or luggage during travel.
- Travel throughout Egypt may reach as much as 30% of the time.
- Working outside official hours and on weekends may be required.
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