Administrative Assistant, Yemen

Aden, Yemen · Full-time · Entry-level

About The Position

Center for Civilians in Conflict (CIVIC) is an international nonprofit with offices around the world working to improve protection for civilians caught in conflict zones. Our mission is to work with armed actors and civilians in conflict to develop and implement solutions to prevent, mitigate, and respond civilian harm. We are advocates who believe that no civilian caught in conflict should be ignored, and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at civiliansinconflict.org

The Administrative Assistant will support all areas relating to financial reporting and accounting. This position addresses tight deadlines and a multitude of accounting activities including general ledger preparation, financial reporting, year-end audit support and the assistance with budget and forecast activities. This position will also support our field office staff to ensure that office financial management is consistent with headquarters and grant regulations.


Job Purpose: Provide administrative support to CIVICs Yemen project office

Location: Aden, Yemen

Travel: Up to 20% required 

Reporting to: Country Operations Manager, Yemen


Key Functions:   

Office Management

  • Ensures efficient office operations by overseeing office equipment and logistics, facilities management, and supply orders;
  • Control correspondence including mail and package dissemination;
  • Assist in the retention, protection, retrieval, transfer, and disposal of online and offline records;
  • Assist in implementing office systems, layouts, and equipment procurement;
  • Manage physical office and liaise with building management;
  • Administer online team applications, including Google Apps, Dropbox, and Slack;
  • Serve as overall first point of contact for staff with technical office issues;
  • Troubleshoot IT issues including computer set-up, internet, phones, printers, network, etc.; and
  • Manage supplies and staff requests for furniture, equipment, and supplies
  • Communicate (both in verbal and written form) with vendors and banking contacts

Human Resource Management

  • Provide new staff training on office systems;
  • Prepare first-round contracts and additional paperwork for vendors and consultants; and
  • Support the management of consultant files and required HR documentation and procedures.

Safety/Security management

  • Ensures all staff are adequately trained at all times and are aware of security context and mitigating activities to support their safe travels;
  • Proactively reviews new innovation and processes for travelers;
  • Monitor staff during travel through local news reports, security alerts, and regular check-ins; and
  • Manage and administer all medical and evacuation insurance as well as our online tracking system.

Office Operations

  • Support Country Operations Manager in the set-up, registration and efficient management of all field office facilities, including:
  • Overseeing office equipment, facilities management and vendor management
  • Processes and procedures are standardized across the organization
  • Ensure human resource and local labor laws are properly documented and followed
  • Record accounts receivable transactions and cash receipts and ensure appropriate entry of revenue based on source and restrictions;
  • Communicate (both in verbal and written form) with vendors and banking contacts

Perform other duties as assigned by Country Operations Manager and Country Director.





Requirements

Skills/Qualifications

  •  Minimum of 2 years office management/administrative support experience including human resources, facilities management, benefits, security support
  • Knowledge of working with international NGOs (INGO) preferred;
  • Ability to perform several tasks concurrently with ease and professionalism;
  • Ability to communicate clearly and concisely, verbally and in writing, in English and Arabic
  • Must be able to keep CIVIC matters strictly confidential;
  • Must have excellent interpersonal skills;
  • Excellent Microsoft Office and other computer skills

Deadline:  Sept 30, 2020

To apply, please send your resume and cover letter.

Resumes are reviewed on a rolling basis so please apply early.

 

 

 


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