The Technical Assistant role is to provide both technical and administrative support to the Director General, including conducting research, data analysis, and interpretation of information.

Core Responsibilities:

• Acts as a primary point of contact for internal and external communications on behalf of the Director General. This includes managing emails, phone calls, and other forms of communication.
• Coordinates and collaborates with various departments, Directors, and external stakeholders and Donors on behalf of the Director General to ensure efficient communication and workflow.
• Handles sensitive information with discretion and professionalism, as you may have access to confidential matters related to the Director General's work.
• Assists in planning, organizing, and managing various projects and initiatives as directed by the Director General.
• Contributes to strategic planning, goal setting, and the implementation of initiatives as directed by the Director General.
• Assists in managing budgets, expense reports, and financial matters related to the office.
• Prepares the monthly report on the activities and achievements of the Foundation's programs and departments and providing it to the Chairman and members of the Board of Trustees.
• Prepares reports, presentations, and documents for the Director General, often involving data analysis and research.
• Reviews documents and reports issued by all departments of the institution to ensure that they are drafted correctly with no errors, before submitting them to the Director General for approval.
• Plans, coordinates, and attend internal and external meetings, conferences, and events, often involving high-level participants or stakeholders.
• Provides operational and technical summaries to the Director General on projects to ensure representing a comprehensive data.
• Prepares reports with updates on the progress of project implementation for the Director General; prepares presentations, drafts correspondences.
• Supervises travel arrangements, tickets, hotel reservations, … etc.
• Manages office technology and systems, troubleshoots technical issues, and ensures software and hardware are up to date. (By coordinating with IT Department.)
• Takes the necessary action regarding the correspondences received by the institution to present them to the Director General and follow up providing the relevant departments with copies of them, and then follow up on each department taking the required action.
• Works to prepare all the papers and documents that the General Director may need for each work appointment.
• Writes down the minutes of the various meetings, as required.
• Establishes a specific system for keeping files and following up on its implementation.
• Oversees day-to-day operations of the office, ensuring it runs smoothly. This includes managing office supplies, equipment, and facilities with the organization's cleaners.
• Supervises and provides guidance to administrative staff in the office and or the Director General driver.
• Handles various challenges that arise and finds effective solutions in line with organizational policies.
• Identifies areas for improvement in office processes and workflows and implement changes to enhance efficiency.
• Provides general support to visitors.
• Follow up on recommendations and outcomes of meeting.

Supervisory Responsibilities:

• Supervises in coordination the Management, the team by evaluating the performance of team members, provides feedback on an on-going basis, identifies development needs and coaches them to ensure on-going capability development.
• Reviews assignment of staff to cross functional teams and, if necessary, revises accordingly
• Identifies the training and development requirements of team and agrees on them with the management to ensure that the required training is arranged and attended
• Sets performance goals of team in the beginning of the year after discussion with the HR management and ensures that the goals are achieved during the course of the year

Qualifications:

• Bachelor Degree in Business Administration or any related field.
• Strong English and Arabic language skills (written and spoken)
• Minimum of 7 years.
• Strong MS Office experience specifically with MS Outlook, Email, Word, Excel and Calendar.
• Ability to organize, multitasks, prioritize and work under pressure.