Assistant to Chief of Party – University Centers for Career Development project, Career Center (Grant Position) (50030572 )

Reports to: Chief of Party University Centers for Career Development project

Purpose: The position holder provides administrative support and executive assistance to the chief of party with professional standards, playing an essential role in keeping the workflow running smoothly.

 

Principal Accountabilities:

  • Act as the first point of contact for the chief of party for internal and external matters pertaining to university center for career development Office

  • Serve as a liaison with the donor, partners, stakeholders and university center for career development program lead team.

  • Manage the daily agenda and activities of the chief of party including coordination and scheduling of meetings, appointments, interviews, preparation of documents, spreadsheets and keeping a record of his/her meetings and appointments

  • Handle chief of party’s correspondence (e-mail, memos, external letters, and others)

  • Coordinate all logistics for project events including, booking venues, catering, the setting of venues, security approvals

  • Coordinate meeting agendas and ensure all concerned parties are aligned, record and document meeting minutes and circulate to attendees

  • Coordinate all travel and accommodation logistics for chief of party and deputy chief of party

  • Coordinate with marketing and communications manager re-all marketing, branding, and communication material for university center for career development project events and functions

  • Align with the finance and administration manager on weekly basis to settle and process payments

  • Maintain a database of mailing addresses, phone numbers, and addresses for stakeholders

  • Prepare background briefings, agendas, minutes and related correspondence for meetings

  • Maintain and process personnel related matters

  • Order office supplies and monitor inventory levels of supplies

  • Oversee smooth operations of daily department activities such as photocopying, scanning, mail, and filing

  • Process repair, maintenance and services requests

  • Provide general administrative support to other staff

  • Create and maintain an efficient filing and record keeping system

  • Perform other duties as required

 

Requirements:

Minimum Education Requirement:  Bachelor’s degree

Experience: Minimum five-seven years of experience in the administrative field

Skills:

  • Excellent command of English and Arabic, written and spoken

  • Excellent interpersonal, communication and administration skills

  • Excellent time management skills and ability to multi-task and prioritize work

  • Strong attention to detail and problem-solving skills

  • Strong organizational and planning skills

  • Ability to work independently and as part of a team

  • High degree of confidentiality of personal matters of Executive Management.

  • Ability to handle multiple tasks simultaneously with prioritization.

  • Highly self-motivated and able to adapt to change quickly.

  • Proficiency in translation from English to Arabic and vice versa

  • Proficiency in MS Office and SAP

 

Position is open until February 12, 2019

 

Placement is based on the candidate’s experience and skills. Only candidates who make it to the shortlist will be contacted. If interested, please send an updated and detailed resume to hr4@aucegypt.edu, stating “50030572 Assistant to Chief of Party” in the subject line.

 

“We thank all individuals who have expressed interest in working at The American University in Cairo.”