Administrative Project Assistant (Recovery and Solutions)

The Administrative Project Assistant (Recovery and Solutions) provides administrative, logistical, and operational support to the RS unit activities in Libya. The role supports coordination, documentation, and routine follow-up of RS projects in line with established procedures and guidance.

Responsibilities

• Assist in the preparation of routine administrative and financial documents, including purchase requisitions, payment requests, invitation letters, and supporting documentation, under the guidance of the supervisor.
• Support the organization of meetings, workshops, trainings, focus group discussions, and other RS-related events, including logistical arrangements and follow-up with relevant units.
• Assist in the preparation, compilation, and filing of documentation related to service providers and implementing partners, in coordination with relevant units and under supervision.
• Support routine follow-up with Logistics/Procurement and Finance units to track the status of requests and ensure timely availability of supporting documents.
• Assist in data collection, basic information gathering, and documentation for RS activities, including support to field teams as required.
• Provide support in translating routine documents and communications between English and Arabic, as needed for RS operations.
• Support the RS Programme Coordinator and Project Officer in maintaining tracking tools, templates, and basic project monitoring files.
• Undertake duty travel to support RS field activities, as required and under supervision.
• Perform other duties as assigned.

Requirements

• High school diploma with four years of relevant experience; or Bachelor's degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.
• Experience providing administrative and financial support to projects, including the preparation and processing of routine financial documents (e.g. payment requests, purchase requisitions) and basic tracking using Excel or similar tools.
• Experience supporting project implementation through documentation, record-keeping, filing, and routine follow-up with internal units such as Finance, Procurement, Logistics, and Programme teams, under supervision.
• Experience assisting with the organization of meetings, workshops, trainings, and field activities, including logistical arrangements and follow-up.
• Experience supporting data collection, basic data entry, and maintenance of beneficiary or activity records in line with established procedures and data protection standards.
• Prior experience working in an operational or administrative support role within an international organization, UN agency, NGO, or similar setting is an advantage.
• Strong organizational and time-management skills, with the ability to manage multiple routine tasks, maintain accurate records, and meet deadlines under supervision in a fast-paced operational environment.
• Demonstrated ability to provide administrative and financial support, including basic tracking of expenditures, documentation follow-up, and use of Excel or similar tools in line with established procedures.
• Good written and verbal communication skills, with the ability to prepare routine correspondence, liaise with internal units, and interact professionally with colleagues, partners, and service providers.
• Ability to work effectively in a multicultural and team-oriented environment, demonstrating attention to detail, discretion, and respect for confidentiality.
• Capacity to follow standard operating procedures (SOPs) and instructions accurately, and to escalate issues to supervisors as appropriate.
• Fluency in Arabic and English (oral and written) is required.

Skills

• Administrative Support
• Financial Support
• Payment Processing
• Purchase Requisitions
• Excel
• Project Implementation Support
• Documentation Management
• Records Keeping
• Logistics Coordination
• Meeting Organization
• Workshop Coordination
• Training Coordination
• Field Activity Support
• Data Collection
• Data Entry
• Beneficiary Records Management
• Data Protection Standards
• Operational Support
• Time Management
• Correspondence Preparation

Languages

Arabic, English