Administrative Assistant - Pathways to Hope in MENA Project, Public Policy and Administration Department, Grant Position

Reports to: Project Manager

Purpose: The Administrative Assistant will provide comprehensive support for the successful implementation of a multifaceted initiative focused on conflict mapping, resolution strategies, and regional capacity-building. Working closely with the Project Manager and the broader team, the job holder will ensure smooth day-to-day operations by managing logistical and organizational tasks. This role is integral to maintaining efficiency across the project’s diverse activities over the 18-month duration

Responsibilities:

● Assist the Project Manager and team members in organizing meetings, workshops, and events,

including scheduling, preparation of agendas, and minute taking

● Maintain a well-organized system for project files, correspondence, and records, ensuring easy

access and confidentiality

● Arrange travel and accommodation for team members, experts, and participants attending

roundtables, training programs, or conferences

● Coordinate venue bookings, catering, and technical setup for events, including virtual and hybrid formats

● Manage the procurement of project supplies and materials, ensuring compliance with

organizational policies

● Draft and distribute official communications, invitations, and announcements for project activities

● Assist in preparing project updates, reports, and presentations for internal and external audiences

● Track and record project expenses, ensuring they align with the allocated budget

● Process invoices, expense reimbursements, and vendor payments in collaboration with the finance department

● Prepare financial summaries and assist with budgetary reporting as needed

● Compile and organize data from project activities, including attendance records, feedback forms, and evaluation surveys

● Maintain accurate records of participant engagement across roundtables, training sessions, and public events

● Support the team in planning and executing Tahrir Dialogue sessions, the pan-regional conference, and other project events

● Assist in managing registration processes and participant follow up

● Coordinate with the website team to ensure timely updates about events and activities

● Perform any other related duties as assigned

Requirements:

Minimum Education Requirements:

● Bachelor’s degree in business administration or a related field

Experience:

● At least three to five years of administrative or office management experience, preferably in an

academic, NGO, or international project setting

Skills:

● Exceptional organizational and time management skills with the ability to handle multiple tasks

simultaneously

● Strong interpersonal and communication skills, both written and verbal

● Proficiency in Microsoft Office Suite, Word, Excel, PowerPoint

● Ability to work independently while maintaining a collaborative team approach

● Understanding of administrative processes, including procurement and financial tracking

● Fluency in Arabic and English, written and spoken

● High attention to detail and accuracy in administrative tasks

● Ability to adapt to changing priorities in a dynamic work environment

Working Conditions:

● Work during weekends and holidays as needed

This position is open until September 14, 2025

Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted.

"The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply."

“We thank all individuals who have expressed interest in working at The American University in Cairo.”