Admin Officer - Local Hire

Project HOPE is an international NGO with more than 1,000 engaged employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 65-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.

Code of Conduct It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment.

Together we can reinforce a culture of respect, integrity, accountability, and transparency.

POSITION SUMMARY

The Administrative Officer provides administrative, coordination, and follow-up support to the Mission Lead to ensure the effective implementation of operational activities across the mission. The position facilitates communication between the Mission Lead and relevant operational departments, tracks pending actions and deadlines, maintains organized documentation, and supports the timely resolution of operational issues in accordance with Project HOPE policies, procedures, and donor requirements.

PRINCIPAL RESPONSIBILITIES: A. Operational Coordination and Follow-Up

• Support the Mission Lead in coordinating and following up on operational priorities and activities across relevant departments.
• Maintain an action tracker for operational decisions, pending tasks, responsible persons, and deadlines.
• Coordinate operational meetings, prepare agendas, document key decisions, follow up with departmental focal points on agreed action points to ensure timely completion, and escalate delays or unresolved issues to the Mission Lead.
• Facilitate communication and information sharing between the Mission Lead and relevant operational teams.
• Support the identification of operational bottlenecks and contribute to practical solutions to improve efficiency. B. Administrative Support to the Mission Lead
• Organize meetings, appointments, schedules, and operational visits as required.
• Prepare correspondence, briefing notes, meeting minutes, reports, and presentations.
• Consolidate information and updates from operational departments to support the Mission Lead's planning and decision-making.
• Maintain an organized filing system for operational correspondence, decisions, reports, and other mission-related documents.
• Ensure the timely submission of requested information and follow-up on outstanding administrative matters. C. Operational Documentation and Compliance
• Support the tracking of operational plans, deadlines, approvals, and reporting requirements.
• Follow up on the completion and documentation of operational processes in coordination with the relevant departments.
• Ensure that records and documents are properly maintained, accessible to authorized personnel, and handled confidentially.
• Support the preparation of internal operational updates and management reports.
• Flag potential compliance concerns, documentation gaps, or delays to the Mission Lead and relevant focal points. D. Interdepartmental Coordination
• Maintain regular communication with relevant operational functions, including HR, Finance, Supply Chain, and Program teams, as applicable to the mission structure.
• Facilitate the flow of information between departments and support coordination on cross-functional activities.
• Track requests requiring input or approval from multiple departments and follow up until resolution.
• Support coordination of operational arrangements for meetings, field activities, visits, and other mission priorities. E. Planning and Reporting
• Maintain updated trackers and dashboards for operational priorities, pending decisions, deadlines, and action points.
• Compile periodic operational status updates for the Mission Lead.
• Support the preparation and monitoring of operational workplans and follow-up schedules.
• Identify recurring administrative challenges and recommend improvements to workflows and coordination mechanisms. F. Other Duties
• Perform other administrative and coordination duties relevant to the position, as assigned by the Mission Lead and consistent with the role.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in business administration, Management, Public Administration, or a related field.
• At least three years of relevant experience in administration, operations support, coordination, or a similar role; experience with humanitarian or international NGOs is an asset.
• Demonstrated experience in coordinating activities across multiple departments and following up on action points.
• Experience preparing reports, meeting minutes, correspondence, and administrative documentation.
• Experience working in complex, fast-changing, or emergency operating environments is an advantage.

PREFERRED QUALIFICATIONS

• Strong organizational, coordination, and follow-up skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to manage competing priorities.
• Proficiency in Microsoft Office 365, particularly Excel, Word, Outlook, Teams, and SharePoint.
• Ability to develop and maintain trackers, action logs, and reporting tools.
• Strong interpersonal skills and ability to work effectively with different teams.
• Ability to handle confidential information with discretion.
• Proactive approach to problem-solving and continuous improvement.
• Flexibility and ability to work under pressure in a dynamic humanitarian environment.
• Fluency in Arabic and good working proficiency in English. PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical demands: While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment. Must be able to communicate in verbal and written form and must be able to travel internationally. Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.” Work environment : Typical office environment with exposure to a minimal noise level. Emergency deployments may be in resource-deprived environments with austere living conditions. Travel for extended periods may be by air and/or other modes of transportation. While international travel is not a regular part of every job, programmatic needs may require it intermittently. Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.” Due to the substantial number of inquiries, we receive, only candidates who have met the required experience qualifications for this position will be considered. No phone calls please. However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise. Thank you very much for your interest in Project HOPE.