Administrative Assistant

Administrative Assistant

Purpose of the Job

To support the Shatreen Program in its day-to-day operations. The Administrative Assistant handles the administrative and logistical work behind Shatreen program's yearly cycles: recruiting and onboarding murshidat, opening their bank accounts for payroll, organizing training camps and events, supporting the provision of educational kits and other logistics, running the program helpline, and coordinating with field coordinators, murshidat, hotels, banks, and vendors.

Essential Functions and Responsibilities

Murshidat Recruitment and Onboarding

• Contact program graduates, share application forms, and schedule, confirm, and reschedule interviews for each cycle.
• Organize interview days, including logistics and attendance tracking.
• Notify both accepted and unsuccessful candidates.
• Prepare bank account opening letters for selected murshidat, follow up with the bank, and resolve any account issues.
• Collect bank account numbers and record murshidat's full names and details in Excel to prepare payroll, keeping their files complete and up to date.

Training Camps and Events

• Organize logistics for the program's four annual training camps, including hotel booking and contracting, agreeing the training agenda with the hotel, and preparing menus when needed.
• Book flights, ground transportation, airport shuttles, and accommodation, and prepare rooming lists.
• Prepare printed and training materials for the camps.
• Coordinate on site during camps, handling special requests from murshidat or management, crises and medical emergencies.
• Support the arrangement of graduation ceremonies, medical campaigns, and other program events.
• Follow up on community initiatives with field coordinators and murshidat.

Procurement, Payments and Inventory

• Procure camp necessities and program supplies in line with the organization's procurement procedures.
• Purchase stationery, TaRL (Teaching at the Right Level) and life skills boxes, order refills between cycles, and arrange their shipment to program areas.
• Prepare payment requests with complete supporting documentation.
• Pay murshidat transportation costs and verify that their documents are correct.
• Settle and reconcile accounts with hotels and vendors after camps and events.

Program Support and Communication

• Handle the program helpline, responding to inquiries or redirecting them as needed.
• Follow up on administrative requests from field coordinators and murshidat.
• Arrange field visits, including all bookings.
• Coordinate therapy sessions with vendors.
• Attend team meetings and take minutes; keep program media, files, and banking data organized and audit-ready; and prepare reports as required.
• Keep the Shatreen Manual up to date and add any changes.

Required Education, Experience, Knowledge, and Skills

• Bachelor's degree in Business Administration, Management, Social Sciences, or a related field, or equivalent experience.
• 1–3 years of professional experience in administration, logistics, event coordination, or program support. Prior experience in the NGO or development sector is highly desirable.
• Proficient in both written and spoken English.
• Proficiency in Microsoft Office, especially Excel, as well as Outlook, Teams, and SharePoint.
• High level of accuracy, attention to detail, and strong problem-solving skills.
• Strong interpersonal and communications skills, with the ability to engage effectively with staff at all levels and external
• Delivers accurate, timely, and reliable support to the program team, murshidat, and external partners, and follows through until each request is resolved.
• Experience in organizing events, travel, or procurement is an advantage.
• Familiarity with basic budgeting, payment documentation, and procurement procedures.
• Proactive, resourceful, and collaborative team player
• Discretion and confidentiality in handling personal and financial information.

Travel and Working Requirements

• Typical office environment: sitting, typing, using office equipment, and occasional lifting of boxes or materials.
• Travel within Egypt, including four multi-day training camps a year and field visits, of up to 30% of the time.
• Working outside official hours and on weekends may be required, especially during training camps and events.