Programs Assistant

ORGANIZATION DESCRIPTION

Established in 1951, Amideast is an American nonprofit organization dedicated to creating hope, opportunity, and mutual understanding among people in the Middle East, North Africa, and United States through life-changing opportunities for education and cultural exchanges. Working with local, regional, and international partners, we provide programs and services that improve educational opportunity and quality, expand access to U.S. study, empower youth and women, strengthen local institutions, and develop language and professional skills for success in the global economy. Headquartered in Washington, D.C., Amideast operates offices in 11 countries in the MENA region. For more information, visit us at http://www.amideast.org

POSITION DESCRIPTION

Under the supervision of the Programs Manager, the incumbent will provide administrative, logistical, and operational support throughout the project lifecycle with a particular focus on alumni recruitment and coordination, project administration, production logistics, reporting, communications, database management, and stakeholder engagement.

The Programs Assistant will support the implementation and monitoring of project activities by conducting field visits to project sites, including tapping sites, assisting line management with project follow-up, and documentation, and providing logistical and procurement support for development and institutional projects.

The Programs Assistant will contribute to the smooth implementation or project activities by maintaining accurate project records, coordinating with alumni and relevant stakeholders across Jordan, and supporting content production, and dissemination activities. The incumbent will also assist with the preparation of project records, the maintenance of databases, and the coordination of project-related logistics, in accordance with established procedures and the guidance of the Programs Manager.

RESPONSIBILITIES

Alumni Recruitment & Participant Management

• Support the implementation of alumni outreach and recruitment activities
• Assist with the administration of the project registration/application process
• Review and organize alumni submissions and supporting documents
• Maintain and regularly update participant databases
• Conduct participant outreach via phone, email, and WhatsApp
• Schedule and coordinate interviews, meetings, filming sessions, and follow-up communications
• Assist with collecting participant consent forms and media release forms
• Maintain accurate records of participant engagement and communications

Production & Logistics Coordination

• Assist with coordination between alumni, Amideast staff, and the production company
• Coordinate filming schedules with participants and production teams under the guidance of the Programs Manager Assist in organizing travel schedules for project staff, alumni and production crews
• Prepare schedules, briefing materials, contact sheets, and logistics plans
• Maintain records of production progress and follow up on outstanding activities with relevant parties

Program Administration

• Maintain project files and documentation in accordance with Amideast standards and procedures
• Organize project correspondence and records
• Assist in preparing meeting agendas, recording meeting minutes, and updating action-item trackers
• Provide administrative support for procurement and contracting processes, as required
• Assist with invoice tracking and administrative documentation
• Support preparation of internal progress updates and reports by collecting and organizing relevant information

Project Follow-up and Reporting Support

• Maintain project trackers and participant databases and ensure that information is accurate and up to date
• Collect, compile, and organize information required for project reporting
• Track story production milestones and dissemination status
• Compile content performance information provided by the production company, as required
• Assist in documenting project, achievements, success stories, and lessons learned under the guidance of the Programs Manager

Communications & Stakeholder Coordination

• Support communication with:
  • U.S. Embassy representatives
  • Exchange program alumni
  • Media production partners
  • Internal Amideast departments
• Draft routine emails and participant communications for review, as appropriate
• Assist with content collection and project documentation
• Support the coordination of approval processes and the exchange of documents among relevant stakeholders

Archive & Asset Management

• Maintain organized digital archives for all project materials
• Track receipt of:
  • Final videos
  • Photographs
  • Raw footage
  • Audio files
  • Consent forms
  • Production documentation
• Ensure that project materials are properly stored, organized, and accessible to authorized personnel

General Duties:

• Communicate and coordinate frequently, accurately, and responsibly with Amideast’s office in Amman and program staff
• Demonstrate professional conduct and communicate in a manner consistent with Amideast’s mission of strengthening partnerships and mutual understanding
  • Follow Amideast’s policies, standard operating procedures, and established administrative processes
  • Support day-to-day communication with designated representatives of Amideast’s corporate clients, as assigned
• Coordinate with relevant departments, including External Relations, to support the promotion of Amideast’s programs, products, and services Perform any other Amideast work-related duties requested by the Programs Manager and/or Country Director, including providing administrative and logistical support to other departments as required

QUALIFICATIONS AND SKILLS

Required

• A bachelor's degree in Business Administration, Communications, Marketing, International Relations, Media Studies or a related field
• A minimum of 1 year of relevant experience
• English proficiency at B2 level or above, in accordance with the (CEFR Level Alignment)
• Proficiency in Arabic (speaking and writing)
• Ability to work effectively as part of a team
• Computer literacy in MS Office and Google Workspace (Docs, Sheets forms and drive)
• Ability to multitask and prioritize responsibilities
• Excellent oral communication and interpersonal skills
• Basic problem-solving and decision-making skills
• Good organizational skills and attention to detail Effective time-management skills
• Ability to work under pressure and meet tight deadlines
• Dependable, approachable, and professional in conduct and communication
• Service-oriented, with a proactive approach to assisting colleagues, participants, and stakeholders
• A proactive attitude, willingness to learn, and a positive approach to work
• Ability to maintain confidentiality and handle sensitive information responsibly

WORK ENVIRONMENT

The incumbent in this position will work in a professional office environment and will utilize the following equipment when working from the corporate office or remote home office (either on a full time, temporary, or hybrid basis).

• Computer (laptop or desktop)
• Printer/Photocopier/Scanner/Fax
• Telephone
• Other (Specify if any)

Up to 20% business travel may be needed to support the two programs as needed.

The physical demands and work environment that have been described is representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position description is an overview of the major functions and requirements of this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of the position; the Employee’s Manager may assign other duties as related or as otherwise deemed appropriate and necessary within the general scope, without the need for additional compensation.

Amideast is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.

Positions that involve interaction with children will be required to read, acknowledge, and comply with and attend special training in accordance with the Child Protection and Safeguarding policy. All Amideast representatives must comply with the Code of Conduct and all applicable organizational policies which include but are not limited to, Anti-Human Trafficking and Prevention of Sexual Exploitation and Abuse.

Amideast provides covered training opportunities for its staff within its current portfolio of offered services and that it invests in the advancement of its staff’s capabilities and skills to better perform at their roles.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.