Program Assistant
UNESCO Amman Office
Total years of experience :21 years, 4 Months
• Manages the Head of Office front desk with respect to communications, information sharing, meetings and work flow.
• Establishes deadlines for required action or reply.
• Establishes and maintains files and reference systems.
• Drafts non-technical correspondence, documents, reports, correspondence and briefings; maintain policy and confidential files with high level of discretion and sensitivity and take discrete actions as appropriate.
• monitoring progress, advising and alerting Office staff and HoO on execution milestones; assisting in drafting status reports by searching, retrieving, assembling, compiling information and data; preparing background materials for use in discussion, presentations, meetings and briefing sessions.
- Manage the Administrational Department at the Glass Factory in Ma'an and the Office in Amman.
- Establish and develop HR roles and regulation and supervise and maintain the operations of the department in consistency with the Jordanian Labor Law.
- Composes complex correspondence related to de-obligate and commit funds on MAARDs. Drafts and formats responses to inquiries, including cables, letters, memos, reports, and tables.
- Assist in maintaining and developing the new USAID Jordan Website. Works as a background administrator to develop the website map and content.
- Reviews correspondence and reports and ensures timely tracking and response for correspondence, reports, presentations, spreadsheets, and other documents.
- Maintains and updates office databases. Identifies the need for other electronic or paper-based tracking systems and develops such records.
- Makes proper arrangements for conferences, meetings and visitors’ schedules.
- Provides translation and interpretation services of non-technical and technical material into English or from English into Arabic.
- Serves as note-taker at selected meetings, formats notes appropriately to share with Mission staff, and provides records for the files.
- Carry on with the same tasks from previouse job
- Assist in establishing the PMO methodology and processes
- Supervise the development and maintain the AI web site
- Manage the production of major AI documentation products; i.e. Amman Real Estate Market Report
- Manage all daily activities related to consultants and project’s operational tasks.
- Manage the project’s budget and invoicing process related to the client (Greater Amman Municipality/ GAM) and the subcontractors.
- Establish SOWs as required for different project components.
- Assist the client in the hiring process for the new established planning unit.
- Coordinate with other stakeholders in managing different events related to the project activities.
- Assist in developing and maintaining the Interim Growth Strategy (IGS) business processes, procedures, policies and forms and undertake annual continuing improvement reviews with departmental personnel.
- Develop promotional materials, brochures, projects’ profiles.
- Track all project’s deliverables and finalize outputs.
- Assist in creating and developing the project Monitoring & Evaluation Plan.
- Monitor the sub-projects critical assumptions and performance indicators and their effect to the expected project's results.
- Work with consultants and local specialists on the data and other needs for monitoring, and on preparing the recurring PME reports.
- Involve in the development of the project Quarterly Report and create a representative web design.
- Work with/ and coordinate the activities of the Gender Assessment consultant, and manage data collection and analysis as required to the assessment.
- Manage all project administration, day-to-day activities and logistics; establishment of the project master filing system, and prepare deliverables for official submission to the client.
- Orient short-term consultants by ensuring they are briefed on project polices and procedures, office operations, project manual, etc.
- Manage contract-specific vendors such as mobile telephone providers, car rental agencies, hotels, and conference facilities, and ensure prompt recording and processing of vendor invoices.
- Track status of subcontractor task orders, deliverables, and deadlines; and provide support in compiling and distributing regular project reports and schedules.
- Direct and coordinate activities of personnel engaged in preparation of task lists per departments and PMO, projects profiles, business plan, and quarterly reports.
- Coordinate and assist the development and implementation of Department Action Plans and track progress towards achievement of management goals and priorities.
- Coordinate and/or assist with events, including conferences, seminars, and workshops.
- Assist in monitoring and updating the SharePoint portal, including news and documents libraries.
- Responsible for the set-up, administration, and management of the office filing systems. Set up an office library with book references.
- Manage & monitor office budget tracking systems and assess financial obligation, track the office expenses & review clients' invoices.
- Manage HR, finance and administration office related issues.
- Review/ prepare and distribute as required all management reports (tasks, work plans, action plans, progress reports)
Finalizing the close out report of the Aqaba Technical Assistance Support Project and prepare a final electronic copy of the project’s deliverables.
- Managing daily office tasks/ operations and executed all administrative work related to subcontractors and consultants.
- Coordinate and follow up with other governmental and non-governmental projects and organizations.
- Creating, organizing and updating project files per components.
- Information gathering (internet search) and preparing files and reports for official delivery.
- Finalizing deliverables, designing covers and reformatting reports to be well presented.
- Creating and Designing brochures, promotional materials, handbooks, …etc.
- Developing and updating quarterly reports.
- Creating, Preparing, and finalizing PowerPoint presentations.
- Assisting in creating Work Plans per Components.
- Providing any other assistance and support as required and/or requested by the Project Director and/ or Chief of Party.
- Follow up on subcontractors deliverables and assist as needed in finalizing the Project's (subcontractors/ consultants) reports.
- Logistics arrangements for training sessions, official meetings, official’s visits, etc.
- Writing official correspondence in English and Arabic for senior managers and for official submission to governmental organizations.
- Translating official documents, articles, and reports (E-A, A-E).
- Assisting in accounting matters as required.
- Writing SOW and Job Descriptions as required.
- Establishing a master tracking system for all incoming/ outgoing deliverables and correspondence.
- Assisting the Office Manager in managing the Project Office needs.
- Assisting the short-term consultants within their work period as requires under direct supervision of the Operations Manager and/ or Component Leader.
- Logistics arrangements for official meetings, official visits, etc.
- Writing official correspondence (English and Arabic) for senior managers and for official submission to governmental organizations.
- Translating (E-A, A-E) as requires.
- Assisting in accounting matters.
- Reformatting reports for official delivery.
- Data collection and web search.
- Provide other related administrative services and support as requested by the Operations Manager and/ or Office Manager.
- Doing plans and drawings for official submission.
- Redesigning existed houses as requires and preparing for final delivery and approval.
- Interior design as requires.
- Meeting with customers to finalize designs.
- Dealing and coordinating with local suppliers for Project Office procurement needs.
- Schedule and coordinate meetings.
- Keep up to date the Project Office Master Filing System.
- Help with accounting matters as requires.