Project Overview

The USAID/Jordan Business Growth Activity will enable Jordan’s small and medium enterprises to improve their productivity and competitiveness, create new jobs and innovations within a range of sectors, and advance Jordan towards a more prosperous, resilient, and inclusive future. Through a series of evidence-based interventions, the Business Growth Activity will support these enterprises with direct firm-level assistance and broad-based capacity building programs to mobilize millions in capital, and address constraints through advocacy and public-private dialogue that complements USAID’s policy reform initiatives. The activity strives to allow growth-oriented small and medium enterprises to reach new markets and buyers, increase collaboration along value chains, and improve efficiency and quality to meet demand. The activity will empower these enterprises to access tailored and competitively priced debt, equity, and new hybrid financial products to operate within a more responsive business environment better informed by public-private dialogue and advocacy. This will allow small and medium enterprises to engage women, youth, and persons with disabilities, and increase sales, exports, and broad-based job creation.

Position Summary

The Administrative Assistant will be responsible for providing support in all, tasks and activities associated with the execution of the USAID BGA Technical Unit’s plan and programs. S/He will assist the technical team and other team members involved, in coordinating the administrative requirements throughout the workflow of the various activities.

Roles and Responsibilities:

S/he will perform related responsibilities as required. S/he shall be responsible for, but not limited to, the tasks detailed hereunder:

• Call for Application: The Administrative Assistant will be responsible of the process as follows – but not limited to:
  • Assist the technical team in tracking data for applications along the workflow, including monitoring the status and progression of each application throughout its lifecycle to ensure real-time visibility and effective data management for the application portfolio on the BGA management information system.
  • Review and verify the accuracy of applications in the system, ensuring that all uploaded information is complete and accurate. Follow up regularly with the responsible team to ensure that all files are complete and ready for technical evaluation.
  • Assist the technical team in optimizing the management of application workflows by identifying potential bottlenecks and ensuring that applications adhere to anticipated timelines throughout their lifecycle.
  • Compile questions received from applicants at various stages of the application period; collaborate with the grants, procurement, and technical teams to formulate responses and disseminate the answers as required.

• Data Management: Assist the technical team in managing the internal data collection platform (BGA Management Information System); to include but not limited to:

• Ensure accurate data entry for all applications in both the system and Excel trackers as required.
• Maintain regular updates of data, both within the system and offline, for existing applications to ensure real-time visibility for weekly or periodic reporting.
• Provide support in data collection, processing, cleansing, storage, and perform backups as necessary for respective tasks.

• Administrative support: Provide full support to ensure the efficient operation of the Competitiveness Unit, which includes but not limited to day-to-day incoming phone calls, inquiries, correspondence memos, and letters, scheduling and coordinating appointments, managing incoming emails received at USAID BGA support email address, follow up with unresponsive applicants to encourage them to provide the necessary information needed by the technical team, attending business meetings and ensuring documenting detailed minutes and assist the team in preparing routine reports as needed.
• Event and Communication Support: Work closely with the technical and communications teams to assist in preparing for, organizing, and delivering internal and external project-related events, workshops, orientation sessions and other related activities.
• Support in any other tasks required to ensure annual plan fulfillment and sufficient delivery.

Skills & Knowledge

• Professional presentation & communications skills: able to concisely and accurately describe conditions & status, and ability to develop presentations in projects and related events as needed.
• Excellent time management skills and the ability to prioritize work.
• Strong organizational skills with the ability to multi-task
• High attention to detail with problem-solving skills.
• Teamwork: must display and be noted for being an excellent team member, within the office and across the members, and ability to work with minimal supervision.
• Computer proficiency (MS Applications: Word, Excel, PowerPoint, MS Project, and outlook).
• English and Arabic proficiency, written and verbal.

Required Qualifications:

• High School diploma: additional qualification as an administrative assistant is a plus.
• Minimum of 2 year of experience working in areas related to smart administrative work, and business analysis.
• Experience in SME Development is preferred.
• Experience or knowledge about Donors/ NGOs is preferred.

Duration of Assignment: 

Immediate hiring for a twelve-month contract.

Application:

Only the most qualified and suitable candidates will be invited to interviews. Interested qualified individuals may submit their CV, cover letter, and three references by April 22, 2024. No phone calls will be accepted to inquire about the position. Persons with disabilities are encouraged to apply.