Position: Administrative Assistant    
Management: Program management  
Location: Sanaa - Aden - Hodeida    
Reports to: Project officer    
Deadline: 02/08/2024  

Key Responsibilitie

• Preparing the schedule of cluster meetings in coordination with those concerned.
• Communicate with cluster members representing their organizations to hold appropriate meetings.
• Arranging the necessary equipment for the success of the meeting.
• Writing minutes of meetings and following up on the implementation of meeting outcomes.
• Follow up on the implementation of projects assigned to cluster members.
• Receiving and forwarding correspondence and telephone calls.
• Handle requests and inquiries appropriately.
• Preparing memos and emails for the group and following them up
• Follow up on office supplies and submit requests periodically.
• Preparing reports, presentations and summaries.
• Arranging and maintaining the office file system and archiving them automatically and on paper.
• Commitment to the organizations and cluster policies.
• Any tasks assigned by the direct supervisor.    

Qualifications and Experience

• Bachelor’s  degree in Business Administration
• Professional in written and spoken English
• Executive secretarial diploma
• Practical experience in the position of administrative assistant for 3 years.
• Knowledge of office management systems and administrative procedures.
• Ability to communicate with different personalities.
• Ability to prepare periodic reports.
• Proficiency in management skills, organizing time and arranging tasks.
• Follow up and monitor needs for office tools and supplies.
• Flexibility and ability to prioritize work.    

CODE OF CONDUCT

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of ORGANAZATION and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report. If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and organization policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.    

SAFEGUARDING

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, and any form of trafficking in persons.