Administrative Assistant

SOS Children’s Villages takes action for children as an independent non-governmental social development organization. We build families for children in need, we help them shape the development of the community, we respect varying religions and cultures, and we work in countries and communities where our mission can contribute to development.

Child Safeguarding Commitment:

SOS Children’s Villages works with children’s and youth. Any applicant he/she should act in a way that safeguards children and youth from all forms of discrimination, abuse, mistreatment and neglect, and will keep data about the children and youth in SOS Children’s Villages programmes confidential. He/she will report all concerns regarding actual or potential child abuse, mistreatment or any other violation of the Child Protection Policy according to our reporting and responding system. For sure, He/she would be protected and supported by the organization.

PSEA Standards:

SOS Children’s Villages, has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries.  Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, at all times (both during work hours and outside work hours).  Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff, in addition to related mandatory training.  All staff must ensure that they understand and act in accordance with this clause. 

Equal Opportunity Employer:

SOS Children’s Villages is an equal opportunity employer and values. We do not discriminate on the basis of race, religion, color, national origin, gender, age, marital status, veteran status, or disability status.

Position Title: Administrative Assistant 

Line Manager: CVP Director

Status: Full Time

Contract Type: Limited Contract

Location: Bethlehem

Position Summary:

The Children’s Village programme Administrative Assistant is responsible for the reception and secretarial duties of the SOS Children's Village programme. He/she also coordinates the activities of the International Sponsorship Programme at the Village level. Since his/her work involves frequent dealings with the public, he/she must have a friendly, courteous, professional and efficient approach. She/he is the focal point for communication and correspondence within the programme

Key performance areas and main responsibilities:

Provides Secretarial Support

• Answers all routine correspondence independently. Deals with more complex matters in cooperation with the Children’s Village Programme Director.
• Schedules meetings, appointments, and coordinates overseas travel reservations for programme staff with the National Office administrative team.
• Prepares agendas and records minutes of staff meetings. Observes strict confidentiality with regard to the proceedings of all meetings.
• Circulates memos and other documents as requested.
• Maintains a Stationary Register. Ensures that there is always a sufficient stock of envelops, stamps etc. Obtains and distributes new supplies as necessary.
• Performs other secretarial tasks such as photocopying, binding and filing.
• Drafts reports as requested by the CVP Director.

Coordinates International Sponsorship Activities at the Village Level

• Ensures that all Village children are promptly registered with the International Sponsorship Programme.
• Receives and registers sponsor correspondence. Distributes it to the appropriate child / family house and follows-up to ensure that a prompt reply is prepared.
• Submits child departure notifications to the NO as appropriate.

Ensures Effective (HR) Personnel Administration

• Co-ordinates HR matters in the CV with the HR in the NO.
• Develops simple but effective personnel administrative procedures for the CV, in accordance with the policies of the SOS organisation.
• Assist in updating CVP employee files.
• Assists in the Orientation of new employees.
• Assists in organising logistic matters related to employee schedules.
• Keeps a record of CVP internal and external workshops.
• The CVP Administrative Assistant is responsible for coordinating and supervising the work of service staff within the One programme and National office when needed.

Ensures High Standards of Efficiency and Organisation

• Exercises good time management skills. Maintains an attendance register for all CVP staff.
• Maintains a well-organised office, ensuring cleanliness and good order.
• Keep up-to-date files and records concerning CVP beneficiaries, sponsors, meetings, correspondence, etc. Ensures the proper safekeeping of all such records, and limits access only to authorised staff members.
• Maintains complete confidentiality in all matters relating to CVP operations and strictly avoids gossip.
• Coordinates major visits with the NO administrative team.

Ensures the Smooth Flow of Correspondence and Communication

• Communicates to the Mother Representative major events and happenings at the village.
• Places outgoing and receives incoming calls. Assists callers as required and takes note of necessary messages.
• Sends faxes for Programme staff. Maintains a fax register. Ensures all personal calls and faxes are charged to the person concerned.
• Receives and distributes incoming mail and prepares all outgoing mail. Registers all outgoing mail and arranges for it to be posted. Dispatches urgent mail by courier.

Supports Financial & Logistic Tasks

• Maintains the CVP petty cash float and ensures this is adequately always funded.
• Purchases stationary, equipment and other supplies, and deals with various suppliers as necessary.
• Consults the Children’s Village Programme Director before making major purchases.
• Counts, sorts or weighs incoming articles to verify that all items on the delivery note, packing list or invoice have been received.
• Examines all items received to verify that they are in good condition and conform with the specifications contained in the requisition or order form.
• Ensures the cleanliness, security and good order of all stores.

Creates a Welcoming Atmosphere

• Welcomes all visitors and ensures they receive any assistance they require or are directed to other staff members as necessary. Ensures all visitors sign the Visitor’s Book.
• Ensures that guest rooms are adequately prepared.
• Ensures guests staying in the Guest House are made comfortable, and that all necessary arrangements are made for their stay.
• Organises refreshments for guests and assists with the organisation of special Village or programme functions.
• Ensures there is always someone to perform reception duties, if absent for any period of time.

Translation

• Translate written documents (e.g., emails, reports, memos, presentations) between [English] and [Arabic] with accuracy and cultural sensitivity.
• Interpret verbal communications during meetings, phone calls, or client interactions as needed. 

General

• Carries out all duties in an exemplary manner.
• Performs any other reasonable duties as assigned by the immediate supervisor.

Child Safeguarding (CS)

• Responsible within own area of work to raise awareness of the SOS Child Protection Policy principles and to prevent and protect children from all forms of abuse, abandonment, exploitation, violence and discrimination
• Responsible to report any CS suspicion, concern, allegation or incident immediately, following Child Safeguarding reporting procedures. CS reports should be made to the IOR CS focal person and/or to the respective line manager  

جميع الحقوق محفوظة لموقع جوبس.

Qualifications and Competencies for the position:

Must Criteria:

• Bachelor’s degree in Business Administration or related field.

• 2-3 years relevant experience.

• Fluency in both English and Arabic.

• Ability to translate between [English] and [Arabic] languages.

• Good communications skills.

• Excellent computer and Microsoft office skills (Word, Excel and Power point).

• Excellent oral and written communication skills in English and Arabic

Competencies – knowledge, skills, abilities:

• Able to manage own time and to work under high pressure

• Self-motivated and teamwork skill.

• Good time management, organizational and administrative skills.

Interested candidates must send their Cover Letter including related job achievements, CV, and three traceable references to:

   [email protected]        by Tuesday 15/07/2025

Indicating in the subject line: Administrative Assistant - “Name of the applicant”, 

Otherwise, it will not be considered. This post is open for internal and external candidates. Only short-listed candidates will be contacted. Applications after the deadline will be excluded. Applications not conforming to the conditions will not be considered