JOB DESCRIPTION
Title: Logistics and Administration Assistant – Middle East and North Africa Programmes (temporary).
Reports to: Egypt /MENA Programme Coordinator
Salary: Grade E – initially 3 days/week although some extra days might be available if mutually agreed during busy periods.
Location: London
Duration: 6 months from date of appointment
A: Purpose of the job
The purpose of the job is to support MRG to implement projects in the Middle East and North Africa. These currently include a cross regional capacity building and awareness project with religious minorities, a project working with ethnic and religious minorities in Egypt to raise their issues and gain capacity. The role would also support the close down and evaluation phase of a three year project (DDD) granting to cultural organisations to run street theatre on minority issues which finishes on 28th February and which is do to report to the EU and another major donor by the end of May 2017.
B: Main duties and responsibilities
• Provide a high standard of administrative support and general assistance to the Egypt/MENA Coordinator, project officer, DDD staff, and other senior staff working on this area.
• Liaise and coordinate with up to many partner organisations across the region.
• Translate emails, documents, applicants, and reports from Arabic to English and English to Arabic.
• Help organise and attend partner meetings, roundtable events, advocacy meetings and training sessions where appropriate.
• Liaise with partners regarding grants including tranches and financial and narrative reports and process all reports. This includes checking and extracting project monitoring data from narrative reports and thorough checks of financial reports.
• With support from and in dialogue with the Programme Coordinator, monitor legal and other requirements in order to ensure that programme activities (including travel and visas) are feasible and comply with local regulations.
• Coordinate all travel arrangements, including visas, liaise with embassies, write letters of recommendation, secure competitive insurance cover, liaise with travel agencies.
• Plan own work on a regular basis in consultation with the MENA/Egypt Programme Coordinator.
• Undertake web and database searches and other research as requested and keep records of internet sites and sources.
• Gather, maintain and use a contacts database or mechanisms to ensure that information about the project, calls for proposals, publications and advocacy materials etc reach as wide as possible an audience across the MENA region.
The post-holder will report to the Egypt/MENA coordinate and be expected to work within the work plans of the funded programmes and of MRG as a whole within the broad objectives of the organisation.
Respects and works towards full implementation of MRG’s gender and equal opportunities policies in all the work involved in this post.
Occasional foreign travel may be required.
PERSON SPECIFICATION - Temporary Logistics and Administration Assistant – Middle East and North Africa Programmes.
The post requires the following skills and experience:
Essential
• Fluent written and spoken English and Arabic.
• Considerable experience of administrative and/or secretarial work.
• Exceptional organisational and logistics skills.
• At least 2 years of significant experience of making logistical arrangements for international meetings and coordinating with international organisations including obtaining visas.
• Experience and ability to work on own initiative and unsupervised during sustained periods where the programme coordinator is travelling/working from different location.
• Good knowledge of Word, Excel, database use, e-mail and the internet.
• Ability to manage several tasks simultaneously, organise and prioritise own work and meet deadlines.
• Good letter writing skills; and ability to communicate effectively orally and in writing.
• Very good numeracy skills, good with figures, attention to detail
• Commitment to the work, aims and objectives of MRG.
• Working knowledge of human rights organisations and minority rights issues.
• Understanding of circumstances in which minority and indigenous communities live, non-discrimination and equal opportunities.
• Enthusiastic about working in a multicultural environment.
• Committed to gender equity and equal opportunities.
• Good interpersonal skills
Desirable
• Experience of working in an NGO environment.
• Experience of working (paid or unpaid) in developing countries.
• Experience of long distance team work
• Working knowledge of French