Administrative Assistant

Project Description:  

CNFA is seeking applications from qualified candidates for an Administrative Assistant position for the USAID Effective Management of Irrigation Water Activity. The purpose of this activity will be to work with farmers in the West Bank and Gaza (WBG) to improve climate-resilient conservation and management of freshwater resources and associated ecosystems by increasing the availability, quality, and environmental resilience of drinking water supply sources. The duration of this Activity will be four years.  

Position Summary:  

The Administrative Assistant will be responsible for logistics, admin, recruitment, and HR related activities to facilitate smooth operations within the organization. S/he is responsible for supporting the day-to-day functioning of the project office, coordinating logistics, leading, and assisting in procurement processes, supporting the program’s overall human resource and program administration, and maintaining necessary documentation according to CNFA policy, USAID rules and regulations, and host country regulations. The Administrative Assistant is based in Ramallah, West Bank. 

Duties and Responsibilities  

• Lead and/or assist in procurement processes, including (but not limited to): drafting/reviewing RFPs and RFQs, conducting bid analyses and evaluations, drafting procurement contracts, and reviewing contract deliverables.
• Assist management personnel in coordination of travel logistics (scheduling visits, appointments, events).
• Monitor the use of vehicles and drivers, handle vehicle administration.
• Ensure that all personnel records are maintained in a confidential manner.
• Collect timesheets for approval and filing.
• Provide support in project hiring, including (but not limited to): preparation of recruitment plans, preparation of job-specific interview guides in collaboration with hiring managers, screening, and short-listing of applicants, planning and facilitation of interviews with office panels, carrying out reference checks and clearance reports, and ensuring compliant filing of recruitment and staff contracts, profiles, and other documentation.
• Support the project team with correspondence, filing, document editing, and obtaining approval of administrative documents.  
• Maintain project office in clean and orderly condition and manage the flow of visitors to the office location.
• Any other duties as assigned by the Operations and Finance Director.

Key Qualifications:  

• Minimum of bachelor’s degree required in Human Resources, Business Administration, Social Sciences or Operations or any other relevant field. 
• A minimum of 5 years of experience in administrative assistance.
• Experience in USAID or other donor-funded programs preferred.  
• Strong organizational skills and attention to detail. 
• Strong communication and intrapersonal skills. 
• Ability to foster and maintain a team environment.  
• Fluency in English and Arabic is required.