Assistant Coordinator

Arab Network for Democratic Elections
Job Description:
Assistant Coordinator
 
Position Summary:
This position requires a highly organized, dependable and motivated individual who believes in the mission and objectives of ANDE and shares its core values. The Assistant Coordinator will closely collaborate with ANDE’s Coordinator and assist in communications, research, finances, administrative and logistical work. This position also entails fostering working relationships with different partners and organizations working in the areas of democracy and human rights.
In this entry-level position, the successful candidate will work closely with the Network’s Coordinator on operations, planning, and reporting tasks. More specifically, the Assistant Coordinator will support day-to-day operations, ensuring that activities are completed on-time and with high-quality results.  
 
Duties and Responsibilities:
I- Operational and Administrative Support
-        Provide a high level of coordination and organizational support to ANDE’s Program staff
-        Execute administrative related tasks, under supervision of the Coordinator
-        Assist in maintaining a well-organized filing system ensuring consistency and efficiency; develop needed databases as requested
-        Provide full support to the team members regarding daily administrative roles which is related but not limited to data-entry, documentation, printing and filing duties
-        Create templates, sheets and charts as requested
-        Collects financial documents and ensures that they are eligible and accurate (invoices, receipts, vouchers, timesheets, contracts, attendance sheets, boarding passes…)
-        Identify any gaps in the documentation process and ensure a close follow up regarding this
-        Attend all required staff and community meetings
-        Assist in handling meeting minutes and updates on projects and related meetings
-        Assist on any ad-hoc tasks as required
II- Travel Management, Missions and Events
-        Communicate with travel agencies to obtain estimated fares;
-        Support with and follow-up on visa issuance process by preparing supporting travel documents
-        Handle logistics by liaising with travel agency personnel and other outside agencies regarding travel, hotels, transportation, venue, room organization and other logistics
-        Liaise with member organizations to coordinate logistical arrangements for events that take place in different provinces or countries
III- Communication
-        Assist other team members in preparing and formatting documents, including PowerPoint presentations
-        Support in proof-reading and translating documents (Arabic & English)
-        To manage and update ANDE’s website & social media channels
-        Carries out a daily search on news related to elections and ANDE members’ activities to be posted on ANDE’s website & social media channels.
-        To archive ANDE’s media appearances
-        Assist in preparing press releases, conferences, meetings, preparing press kits, etc…
-        To create and update mailing and contact lists (including mailing information on NGO networks, media, partners and donors) and update these data
-        Follow up on ANDE’s brand identity productions & content (website, social media, printings, and stationary...)
-        Prepares kits or information packages and sends material to participants
 
Requirements:
-        Bachelor’s Degree preferably in political science, law, communication arts, media, journalism or related area
-        Experience of at least one year in relevant jobs and familiarity with NGOs work in the Arab region
-        Excellent communication and networking skills
-        Spoken and written fluency in English and Arabic
-        Effective written communication skills especially in Arabic
-        Excellent computer skills and proficiency in Microsoft Office, especially Word, Excel, and Power Point (skills in Adobe Photoshop, Illustrator, and Premiere desired)
-        Strong organizational skills and high attention to details
-        A self-motivated team player; able to prioritize tasks to meet tight deadlines
-        Able to work with little supervision, focused and well organized
-        Strong interpersonal skills and responsibility, integrity, team work
-        Cultural sensitivity and adaptability
-        Preparedness to travel in the country and abroad
-        Commitment to cooperative working relationships with ANDE’s staff and community partners
-        Candidate is expected to quickly learn, understand and follow ANDE’s office administrative processes and procedures