Job Summary:

The Administrative Assistant will provide a variety of administrative and office support duties to the STRengthening Infectious Disease DEtection Systems (STRIDES) in Jordan. He/she will have knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. He/she will prepare documents and reports, use office technology, compile records, organize and maintain files, post information, greeting, referring and assisting visitors, distribute mail and handle printing and copying. Duties may also include collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. The Administrative Assistant will report to an Administrative Officer but may also serve as the primary staff assistant to a department or manager.

Accountabilities:

• Provides intermediate-level administrative and operational support across country operations, including procurement coordination, logistics, asset management, facilities oversight, travel, and office systems, ensuring timely and compliant implementation.
• Coordinates scheduling and execution of meetings, events, conferences, and offsites; manages calendars, prepares background materials and briefing documents, and ensures smooth logistical support.
• Prepares routine status reports, tracks office-related metrics, and reviews data and information for completeness and accuracy in accordance with standard guidelines.
• Maintains office inventories, asset records, receipts, and documentation systems; manages incoming and outgoing correspondence, courier services, and general office administration.
• Supports office setup, renovations, and relocation activities, and assists with document preparation, presentations, data entry, proofreading, and report compilation.
• Arranges complex travel plans and itineraries for staff and visitors.
• Supports special projects, research, and basic data analysis as assigned.
• Performs other administrative duties as assigned.

Applied Knowledge & Skills:

• Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
• Work requires attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
• Demonstrates understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Understands software used to perform day-to-day functions.
• Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
• Utilizes program specific terminology.
• Gathers readily available information from office records to drafts e-mails, memos and other documents.
• Proofreads documents for grammar, spelling, punctuation, and basic formatting.
• Provides answers to requests for general information.
• Records and documents information accurately.
• Must be able to read, write and speak fluent English and Arabic.

Problem Solving & Impact:

• Recognizes, defines, and resolves non-standard problems using operating procedures, practices and established precedents.
• Resolves recurring issues and problems as well as some unique situations.
• Anticipates problems and develops recommendations for management resolution.
• Detects and corrects errors resulting in a reduction in moss time and customer/user dissatisfaction.

Supervision Given/Received:

• General supervision and instructions given for routine work and detailed instructions with periodic work review given for new activities or special assignments.
• Contacts are typically with individuals within own department and with contacts outside own organization.
• Contacts involve obtaining or providing information or data requiring some explanation or interpretation.

Education:

• Associate’s Degree or International Equivalent in Business Administration or Related Field.
• Bachelor’s Degree preferred.

Experience:

• Typically requires a minimum of 3+ years of relevant experience.
• Experience working for a non-governmental organization (NGO) preferred.

This job posting 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. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

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