The A.M. Qattan Foundation is seeking to recruit a highly motivated individual for the position of Assistant Coordinator, Administration Department. The description of this position is as follows:
Job Title: Assistant Coordinator, Administration Department
Contract Type: Full Time
Line of Responsibility: Director, Administration Department
Work Location: Ramallah
Job Objectives:
Coordinate and follow up on managing the admin support team and all related administrative tasks. Coordinate and follow up on the logistics of internal and external events, including the booking of venues and the technical and logistical support for all relevant parties.
Main Tasks and Responsibilities:
Event Coordination
- Follow up on technical and logistical support for internal and external events, working in close coordination with relevant program and support staff.
- Act as a focal point with third parties for all external events, including price offers, booking of venues, contracting, coordinating all technical and logistical support, and processing payments.
- Follow up with security, cleaning, IT, and technical staff to arrange for events support.
- Administer the venue reservation website and process all daily requests & applications.
- Schedule the use of facilities in close coordination with relevant parties.
- Participate and take minutes of the weekly events coordination meetings, and follow up on relevant outcomes, in close coordination with the Facilities Manager.
- Get the necessary feedback on satisfaction level and any arising issues related to events, taking/recommending corrective actions when necessary.
- Attend events regularly and check on compliance with the approved policies and guidelines, by relevant parties
- Provide feedback and advise to Facility manager, and Director General on event and venue use guidelines, timing and pricing based on experience and feedback from users
Admin Support & Managerial Tasks
- Ensure the completeness, clarity, and ease of administrative support services at the Foundation in direct coordination with the Director of Administration
- Supervise and monitor the daily activities performed by the sub-ordinate staff, conduct appraisals, and determine training needs & give the needed support
- Monitor utilities consumption through follow up with admin staff.
- Following-up with the approved cellular communication company where necessary. Prepare payment requests and monitor consumption behavior and provides advice on appropriate measures to accommodate staff needs and maintain cost efficiency.
- Manage petty cash preparation as per the approved policies
- Schedule and manage transport daily requests.
- Assist in the daily control and supervision of cleaning staff
- Coordinate the BoT meetings and lend support when needed, including agenda and minutes preparation, tickets, accommodation, hospitality, and other relevant issues.
Other General Duties
- Undertake tasks assigned by Director of Administration, Director General when needed.
- Assist in preparing and presenting regular reports on all relevant issues, including those for the semi-annual and annual reports.
Competencies:
- Effective communication skills (in English and Arabic).
- Competency in planning and aligning.
- Ability to adapt.
- Excellent interpersonal skills.
- Results-driven.
Qualifications:
- Bachelor’s degree in business administration or any related field.
- At least 3 years of work experience in coordination.
- Thorough knowledge of events management.
- Ability to identify priorities.
- Flexibility and a hands-on mentality.
- Excellent knowledge of Microsoft Office.
- Ability to work in a team.
- Ability to work and communicate professionally, effectively, and proactively.
- Strong skills in inter-personal communications, able to work effectively with multiple stakeholders.
- Strong team player, able to develop and maintain effective working relationships within a distributed and dynamic team.
- Strong organization skills.
Other Job Factors:
- Flexible working hours are required to accommodate evening and weekend activities.
Interested individuals should submit the below application coupled with their CV and letter of interest