Administrative Assistant

2 weeks ago

Cairo, Egypt Pathfinder International Full time

**Project Description**:
The WESE program is five-year USAID-funded project designed to engage, leverage, and partner with the private sector as well as public social service initiatives to encourage women’s participation in the workforce; generate demand for financial services; promote tailored, market-based solutions to women’s economic empowerment; and strengthen GBV prevention and response such that women become more economically and socially resilient.

WESE activities **_integrate, mutually reinforcing private and public sector-led approaches_** that aim to **_change power relationships, transform structures, and build agency_** to effect results along critical change pathways. The program interventions are designed to lead women in priority governorates feeling safe, valued, and empowered at work; motivated and able to embrace financial autonomy; and respected and free from violence in their homes, communities, and workplaces.

The program works closely with **_market-based partners_** to develop, lead, scale, sustain, and champion innovative solutions, recognizing the economic AND social benefits of gender-inclusive, empowering policies and practices.
**Job Summary**:
The Administrative Assistant is responsible for providing full support to the project office and activities by overseeing clerical support functions and providing logístical and administrative backup for project activities, staff, visitors and consultants.
**Primary Responsibilities and Duties**:

- Supports general administrative and clerical efforts including preparing letters and documents, receiving and sorting mail and deliveries;
- Maintains calendars and schedules appointments for staff members based on the knowledge of their activities.
- Schedules 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;
- 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 5 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 in 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; and
- Excellent computer skills required: including excellent word processing skills and experience with MS Word.
**Effort, Reporting and Other Administrative Requirements**:
The Administrative Assistant is a full-time position that reports to the HR & Administration Manager who will coordinate all aspects of his/her employment, including but not limited to job description, duties, qualifications, working environment, and performance.
**Working Environment**:
This position will interact with all staff and external visitors. May travel to various locations within Egypt, specifically WESE defined governorates.
**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.

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