Job Title: Administrative Assistant (temporary appointment)
Department: Issam Fares Institute for Public Policy and International Affairs
Grade: 11

1- Basic Functions: Performs daily administrative activities and coordinates administrative operations at the Institute. This includes supporting the Director of the Institute and coordinating Institute facilities and maintenance requests.
N.B. This position is a casual non-academic full-time position for a period of three months only non-renewable.

2- Duties Performed:

• Performs daily administrative activities and coordinates administrative operations in the office.
• Supports the Director of the institute in all administrative tasks, including setting up meetings and arranging transportation if needed, filing, typing documents, maintaining contact information, and providing general communications support.
• Handles incoming calls and other requests to the office of the Director as well as general calls to the reception desk.
• Facilitates logistical requests from the Director, including receiving guests and organizing transportation.
• Facilitates financial transactions using the Oracle system (data entry/requisitions) and provides backup support to the Finance and Grants Manager on an as needed basis.
• Prepares responses to correspondence containing routine inquiries, including requests for room reservations at the institute.
• Maintains a professional records management system for the office. This includes setting up, organizing and maintaining office and computer filing systems.
• Handles all preparatory steps for Institute conferences and other events, including coordinating dates and times, venues, vetting attendees and securing access to campus, and arranging catering, where needed.
• Takes notes during meetings, when requested, and prepares meeting minutes for distribution.
• Processes paperwork for temporary Institute personnel (short-term), including interns and fellows.
• Purchases office supplies using I-procurement.
• Performs other related duties as requested.

3-  Work Contacts:

Regular contacts with work associates at the Institute. Regular contacts with other University Departments/offices for coordination purposes.

4- Independence of Operation:

Reports to the Assistant Director.

Works according to established policies, procedures, and professional administrative standards.  Completed work is subject to subsequent review.

5- Supervisory Responsibility:

None

6- Physical Effort:

Minimal physical effort. Work involves operating a computer and using a fax machine around 80% of the working time.

7- Work Conditions:

Clean and pleasant.

8- Minimum Requirements:

• Bachelor's degree in a relevant field 
• 3 years of relevant work experience.
• Strong coordination, communication, and organizational skills.
• Good familiarity with commonly used word processing, spreadsheet, and database software packages.
• Very good knowledge of English and Arabic.