Position Title: Junior Admin Assistant (1)

Job Location:  Aden

Announcement Closing Date: 16/11/2023

ABOUT FMF:

The Field Medical Foundation (FMF) has been operating in Yemen for since 2012 during even the most dangerous peak of the conflict in the region. Our staff of dedicated professionals and passionate volunteers are the helping hand that delivers aid from local and/or international partners to those who require it the most, in a country that was already suffering before the war. Today we have helped humanitarian aid reach the hands of more than 9 million vulnerable people in Yemen to help them not only to survive but also to rebuild their lives. We aim to provide a comprehensive approach to providing aid through interventions, which is why we work in almost all sectors of international emergency relief.

*FMF provides work environment which is free of sexual exploitation and abuse, discrimination, and all forms of harassment and abuse of the foundation.

*However, all selected candidates will undergo a detailed reference and background check.

JOB SUMMARY:

As a Junior Administrative Assistant, your primary responsibility is to provide administrative support to the team and assist with various tasks to ensure the smooth functioning of daily operations. You will work closely with other team members and supervisors to handle administrative duties, manage documents, and assist with general office tasks. This role requires excellent organizational skills, attention to detail, and the ability manage time and archive all tasks in a fast-paced environment and Communication skills with Basic software.

KEY RESPONSIBILITIES:

• Provide general administrative support: Assist with day-to-day administrative tasks such as managing phone calls, emails, scheduling appointments, and coordinating meetings.
• Document management: Organize and maintain physical and digital files, ensuring that documents are properly labeled, filed, and easily accessible as archive cycle.
• Data entry and record keeping: Accurately enter and update information in databases, spreadsheets, and other systems. Maintain records and generate reports as required.
• Correspondence management: Draft, format, and proofread letters, memos, reports, and other documents. Assist with managing incoming and outgoing correspondence.
• Office supply management: Monitor inventory levels of office supplies and reorder as necessary. Ensure that supplies are well-stocked and readily available for staff members.
• Meeting support: Assist with scheduling and coordinating meetings, including booking venues, preparing meeting agendas, taking minutes, and distributing relevant documents.
• Reception duties: Greet visitors, answer phone calls, and direct inquiries to the appropriate person or department. Maintain a professional and welcoming reception area.
• Adhere to policies and procedures: Ensure compliance with foundation policies, procedures, and guidelines. Maintain confidentiality and handle sensitive information with discretion.
• Receiving and complete the clearance of the branches.
• Updating the maintenance tracker afterward maintenance related tasks.
• Following up on service providers when working in the building and get quotations on demand & Commitment to bring all of Purchase invoices correctly as required.
• Raising e-PR/GRN, and follow up with the financial advance/clearance.
• Bill payments (electricity, water, phone and Internet).
• Performing other tasks as required.
• Procedure regular, Annual, monthly and emergency maintenance matters as requested by the direct supervisor.

QUALIFICATIONS AND REQUIREMENTS:

1. Education: High school diploma or equivalent. Additional courses or certifications in office administration or related fields are a plus.

2. Proven organizational skills: Ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.

3. Attention to detail: Strong accuracy and meticulousness in handling administrative tasks, such as data entry and document management.

4. Communication skills: Excellent verbal and written communication skills. Proficient in drafting professional correspondence and documenting meeting minutes.

5. Computer proficiency: Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software applications.

6. Professionalism: Maintain a polished and professional demeanor in all interactions, both internally and externally.

7. Confidentiality: Ability to handle sensitive information with discretion and maintain a high level of confidentiality.

8. Team player: Willingness to collaborate and support team members as needed. Ability to work independently and take initiative when required.

Note: Applicants are requested to apply as soon as possible; the interviews will be done in a rolling basis.

How to Apply: 

• The deadline for receiving applications is Thursday, November 16, 2023 
• Interested candidates are requested to submit their application by (CLICKING HERE) 
• Only short-listed candidates will be contacted.