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Administrative & Project Management Office Assistant
4 weeks ago
**DUTIES & RESPONSIBILITIES**:
**Administrative Support**
- Prioritize meeting requests and schedule internal and stakeholder/partner meetings for the office and the managed portfolio of projects as a PMO assistant.
- Assist the regional representative and project leads/coordinators in formal communications within the organization, as well as with partners and stakeholders.
- Prepare and deliver reports during meetings with the regional representative and project leads/coordinators and provide weekly updates.
- Assist in coordinating domestic and international travel and events for the project/office staff and consultants in collaboration with the Procurement Specialist and Finance Officer.
- Assist administrative tasks related to the hiring and evaluation of project/office staff and consultants, working with project leads/coordinators, the regional representative, and the HR team at the headquarters.
- Maintain records of staff/consultant vacations, work time, and related HR tasks, and produce monthly reports.
- Keep abreast of and communicate procedural changes, collaborating with the regional representative and relevant units/departments at the MENA Office and Headquarters (Finance, Procurement, HR, etc.).
In addition, this role involves with various general administration responsibilities, including printing documents for reports, preparing a range of documents for effective team communication (correspondence, agendas, minutes, memos, org. charts, reports, presentations, etc.) in both paper and electronic formats. Additionally, the tasks entails distributing incoming mail, monitoring and scheduling meeting rooms, transferring calls as needed, and directing caterers, visitors, customers, suppliers, and others to the appropriate contacts or conference rooms as necessary.
**Specific PMO assistance**
- Assist project leads/coordinators in planning and coordinating projects, undertaking administrative duties, and independently managing certain project administration elements.
- Provide support to the procurement and sustainability specialist, finance officer, and project leads/coordinators in various procurement tasks.
- Conduct research as needed to gather relevant information.
- Track and report on project progress.
- Complete assigned administrative tasks from project leads/coordinators efficiently and promptly.
**Requirements**:
**MINIMUM EDUCATIONAL QUALIFICATIONS & EXPERIENCE REQUIRED**:
- Bachelor’s or equivalent degree in administration, project management, secretariat, or a related discipline.
- Minimum two (02) years of experience in project management and/or administrative assistance, or a similar role.
- Proficiency in Microsoft Office and project management software.
- Experience with SAP would be an asset.
**KNOWLEDGE, SKILLS & ABILITIES REQUIRED**:
- Strong attention to detail, conflict resolution and problem-solving skills.
- In-depth knowledge of business office processes and practices acquired through a minimum of two years’ experience in an administrative support role or PMO assistance position.
- Ability to work independently and collaboratively as part of a team.
- Sharp attention to detail with the ability to anticipate problems to prevent delays and ensure success (e.g., scheduling conflicts, meeting attendees out of the office, etc.).
- Tact to demonstrate good judgment, discretion, and confidentiality in handling sensitive information regarding department activities.
- Ability to communicate effectively with people from diverse backgrounds and various levels of management.
**LANGUAGE PROFICINECY**:
- Excellent oral and written language skills in English & Arabic (standard), including effective listening and strong verbal and written communication abilities.
**Benefits**
This is a **nationally **recruited position and only Egyptian nationals will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of two years with the possibility of extension.
- IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities._
