Job description

The Finance & Administrative Assistant supports ACT Alliance Secretariat from the MENA Regional Office, by ensuring effective administrative, financial, and logistical operations across the region. The role contributes to the smooth functioning of the Secretariat’s work both nationally and regionally, providing essential assistance in logistics coordination, financial management, translation, and government relations.
Working closely with Secretariat staff, alliance members, and external partners, the Finance & Administrative Assistant ensures efficient office operations, timely financial processes, and well-organized events and meetings — strengthening collaboration and supporting ACT Alliance’s mission.

Position in the organisation
The Finance and Administrative Assistant reports directly to the Regional Representative, providing regular updates and operational insights. The role maintains close collaboration with the MENA Forums to ensure effective communication and coordination across the region.
Internally, the position works closely with the Humanitarian Advisor, Regional Communities of Practice (CoPs), alliance members, the Finance Manager, and the administrative team, promoting synergy and alignment with the Secretariat’s objectives.
External Engagement: The role liaises with government departments, legal representatives, auditors, and vendors, ensuring efficient communication, compliance, and operational continuity.

Key Responsibilities
Administrative Support
• Welcome visitors and ensure a professional, hospitable office environment.
• Handle clerical tasks, including answering calls, responding to emails, and preparing correspondence, memos, and presentations.
• Record and transcribe meeting minutes for documentation and follow-up.
• Assist members at the ACT Alliance MENA Office in line with organizational agreements.
• Support visa arrangements for visiting members and guests.
• Provide English–Arabic and Arabic–English translations for publications, meeting notes, and other ACT Alliance documents; offer interpretation support during visits or meetings.
• Perform other relevant duties as required to ensure smooth and efficient office operations.

Finance
• Manage bookkeeping for the MENA Office using QuickBooks Non-Profit.
• Submit monthly financial reports to the Global Finance Team, ensuring transparency and accountability.
• Maintain office records, including job files, vendor contracts, and operational documents.
• Liaise with auditors and banks, coordinating meetings and required documentation.
• Process payments, issue checks, and coordinate financial matters with the global Finance Team.

Government Relations
• Act as focal point with the Social Security Department, Income Tax Department, Ministry of Labour (MOL), and Ministry of Trade (MOT).
• Prepare and submit government reports, ensuring accuracy and compliance with local regulations.
• Liaise with relevant ministries and authorities to address required matters and maintain proper documentation.

Logistics
• Procure office supplies, equipment, and furniture, ensuring cost-effectiveness and quality.
• Oversee office maintenance and coordination with service providers.
• Coordinate appointments, meetings, flights, hotels, and conference rooms for ACT staff and members, ensuring smooth logistical support.
• Provide administrative and logistical support to global teams, particularly for large-scale events such as Conferences of Parties and Staff Weeks.

Travel Support
• Occasionally accompany the Regional Representative, Humanitarian Advisor, or other staff on regional or global travel.
• Provide logistical and administrative support during travel to ensure smooth execution of meetings and events.
• Arrange travel itineraries, accommodations, and related logistics to facilitate efficient mission delivery.

Profile required

Skills and Experience
1. Work Experience: Up to 3 years of relevant experience in an international non-governmental organization (INGO) or similar environment, with a solid understanding of the sector’s operational context.
2. Education: Bachelor’s degree in Business Administration, Finance, Human Resources, or a related field.
3. Software Proficiency: Strong command of Microsoft Office Suite (Word, Excel, Outlook, Access) and other standard office applications.
4. Financial Management: Experience using QuickBooks, QuickBooks Non-Profit, or other financial management systems.
5. Numerical Accuracy: Sound mathematical and analytical skills to support financial and administrative accuracy.
6. Confidentiality: Proven ability to handle sensitive information with discretion and professionalism.
7. Organization and Time Management: Strong multitasking and prioritization skills, ensuring efficiency and attention to detail in a fast-paced environment.
8. Language Skills: Professional fluency in English and Arabic, both written and spoken. French or Spanish languages are considered additional assets.
9. Ethical Standards: Willingness and ability to sign and uphold the ACT Alliance Code of Conduct, demonstrating commitment to integrity and organizational values.

Competencies and Behaviours
1. Commitment to ACT Alliance Values: Demonstrates alignment with ACT Alliance’s mission and values, consistently upholding high ethical and professional standards.
2. Adaptability and Innovation: Proactively seeks creative and practical solutions, remaining dependable and composed under pressure while adapting to change.
3. Collaboration and Relationship Building: Builds and maintains positive internal and external relationships, values teamwork, and respects the diverse faith backgrounds within the alliance.
4. Continuous Learning: Shows commitment to ongoing personal and professional growth; actively shares knowledge and contributes to collective learning across the global team.

🔹 Vacancy closing date: 23 October 2025

🔹 Location: Amman, Jordan
🔹 Open to: Jordanian nationals
🔹 Apply here: https://jobs.world.luccasoftware.com/act-alliance-secretariat-/regional-finance-and-administrative-assistant--middle-east--north-africa-1455ddf6-41bb-4af5-924d-05c2c446fc45