Administrative Assistant
Expertise France
مجموع سنوات الخبرة :7 years, 1 أشهر
EU Funded Programme "Support to CSOs and De Institutionalisation with CSOs"
EU Funded Programme “Support to the Rule of Law in Jordan”
- Ensure the smooth logistical running of the project’s office in Amman, and all logistical aspects related to the missions of experts (national and international) and team members.
- Assist the project team in the operational implementation of all technical activities.
- Logistics and financial arrangement of (Social Protection CSO's Summit & International Conference on Gender Equality in the Digital Age).
- Create a contact data base.
- Manage office (day-to-day logistics, stock/supply inventory) and the relation with all suppliers.
- Classify, archive and organise the documentation produced and/or used (paper anddigital) and keep them at the disposal of the team members concerned on a weekly basis.
- Collect and classify original supporting documents related to financial reports.
- Arrange logistics related to the organisation of events in Jordan (catering, venue, AV
equipment, branding, visibility, registartion, interpreters, translation services, etc.).
- Support the current accounting of (local office expenses for the project, organise and
monitor payments for project activities).
- Prepare tax reports.
- Carry out day to day accounting: payments, expenses follow up, petty cash box and
bank accounts follow up.
- Liaise with local service providers and support with payments (experts’/participants
per diems, logistics expenses).
- Ensure legal compliance of supplier invoices as defined in the programme Procedures
Manual.
- Manage procurement process for issuing requests for proposals (RFPs), receiving
proposals, evaluating proposals, issuing awards (e.g., task orders, work assignments,
contracts, purchase orders), issuing modifications, or similar procurement activities.
- Organizes and executes events of Non profit organizations, governmental entities and
private sector companies'.
- Develop and manage all aspects of events, from concept to execution.
- Preparing contracts and long term agreements.
Managed tenders response team (distributing tasks and monitor the work flow till the submission of technical and financial proposals).
- Monitor and evaluate installment of equipment and production materials at the event
location.
- Supervise technical staff post, during and pre event (AV technician, Production team,
ushers and coordinators, third party service providers like hotels entertainment or
catering service providers...etc)
- Organize facilities and manage all event’s details such as decor, catering, entertainment, Transportation, location, invitee list, special guests, equipment, promotional material etc
- Conduct market research, gather information and negotiate contracts prior to closing any deal.
- Provide feedback and periodic reports to stakeholders
- Propose ideas to improve provided services and event quality
- Evaluate the success of events using a variety of metrics, such as pre and post survey, attendance, engagement, and make recommendations for improvement.
- Manage and develop multiple tasks and objectives simultaneously, often with tight deadlines. Demonstrates a strong commitment to meeting deadlines and honoring commitments
- Supervised newly joined coordinators, track performance and sales reports.
- Schedule travel arrangements and catering services for meetings and training,
- Held responsibility for set-up and break-down of meeting and workshop facilities.
- Coordinate training seminars and workshops including registration and attendance.
- Perform inventory control and management; order office project and training supplies
as necessary.
- Supported Project Expert through various administrative duties including filing, data
entry, report generation and translating documents.
- English to Arabic Interpretation through meetings and workshops.
- Created and maintained Project files and work instructions.
- Prepared correspondence reports and minutes of
meetings and provided follow-up for
verbal and written communications.
- Contacted beneficiaries for follow up on sessions, attendance and issues they faced.
- Market research, legal regulations research related to the project when needed.
- Manage Project expenditures, generate and keep track of monthly and quarterly accounting reports.
- Discussing the client's core message and target audience
- Brainstorming visual and copy ideas with other members of the creative team
- Writing and presenting a few options to clients, modifying copy until the client is satisfied
- Overseeing the production phase
- Collaborate with Marketing, PR and Customer Experience to develop a variety of
content marketing materials
- Interpret creative direction and adapt points from creative briefs into persuasive copy
concepts
- Simultaneously manage multiple projects with short deadlines
- Event planning, design and production while managing all project delivery elements
within time limits
- Liaise with clients to identify their needs and to ensure customer satisfaction
- Conduct market research, gather information and negotiate contracts prior to closing
any deals
- Provide feedback and periodic reports to stakeholders- Propose ideas to improve
provided services and event quality
- Organize facilities and manage all event’s details such as décor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc
- Ensure compliance with insurance, legal, health and safety obligations
- Specify staff requirements and coordinate their activities
- Cooperate with marketing and PR to promote and publicize event
- Proactively handle any arising issues and troubleshoot any emerging problems on the
event day
- Conduct pre and post event evaluations and report on outcomes
- Research market, identify event opportunities and generate interest
- Represent company brand in industry meetings and workshops.
- Provide guidance and maintain frequent communications with program partners.
- Analyze and troubleshoot program challenges.
Develop best practices to improve overall program performance.
- Identify and contact new program partners for business expansion.
- Plan and execute program activities in timely and accurate manner.
- Conduct program reviews and prepare reports for management.
- Prepare meeting agenda, organize meetings and distribute minutes.
- Implement motivation program on website cloud.
Train users to use customized platform.
- Solve employees issues and implement on motivation program to achieve best quality
and quantity of work performance delivered.
- Slight practice on Photoshop to design program theme.
- Prepare User Guide (En & Ar language: documents, videos, subtitling and voice over).