Admin Officer - Local Hire

Project Hope•Town of Chautauqua, NY

About The Position

The Administrative Officer provides administrative, coordination, and follow-up support to the Mission Lead to ensure effective implementation of operational activities across the mission. The role facilitates communication between the Mission Lead and operational departments, tracks pending actions and deadlines, maintains organized documentation, and supports timely resolution of operational issues in accordance with Project HOPE policies, procedures, and donor requirements. The position supports coordination across departments including HR, Finance, Supply Chain, and Program teams, as applicable to the mission structure. It helps maintain operational trackers and dashboards, compile status updates, monitor workplans and schedules, and identify workflow improvements. Other relevant administrative and coordination duties may be assigned by the Mission Lead.

Requirements

Bachelor’s degree in business administration, Management, Public Administration, or a related field.
At least three years of relevant experience in administration, operations support, coordination, or a similar role.
Demonstrated experience coordinating activities across multiple departments and following up on action points.
Experience preparing reports, meeting minutes, correspondence, and administrative documentation.

Nice To Haves

Experience with humanitarian or international NGOs.
Experience working in complex, fast-changing, or emergency operating environments.
Strong organizational, coordination, and follow-up skills.
Excellent written and verbal communication skills.
Strong attention to detail and ability to manage competing priorities.
Proficiency in Microsoft Office 365, particularly Excel, Word, Outlook, Teams, and SharePoint.
Ability to develop and maintain trackers, action logs, and reporting tools.
Strong interpersonal skills and ability to work effectively with different teams.
Ability to handle confidential information with discretion.
Proactive approach to problem-solving and continuous improvement.
Flexibility and ability to work under pressure in a dynamic humanitarian environment.
Fluency in Arabic and good working proficiency in English.

Responsibilities

Support the Mission Lead in coordinating and following up on operational priorities and activities across relevant departments.
Maintain an action tracker documenting operational decisions, pending tasks, responsible persons, and deadlines.
Coordinate operational meetings, prepare agendas, document key decisions, follow up with departmental focal points on action points, and escalate delays or unresolved issues to the Mission Lead.
Facilitate communication and information sharing between the Mission Lead and operational teams.
Support identification of operational bottlenecks and contribute to practical efficiency improvements.
Organize meetings, appointments, schedules, and operational visits as required.
Prepare correspondence, briefing notes, meeting minutes, reports, and presentations.
Consolidate information and departmental updates to support the Mission Lead's planning and decision-making.
Maintain an organized filing system for operational correspondence, decisions, reports, and other mission-related documents.
Ensure timely submission of requested information and follow up on outstanding administrative matters.
Track operational plans, deadlines, approvals, and reporting requirements.
Follow up on completion and documentation of operational processes with relevant departments.
Maintain records and documents so they are properly maintained, accessible to authorized personnel, and handled confidentially.
Support preparation of internal operational updates and management reports.
Flag potential compliance concerns, documentation gaps, or delays to the Mission Lead and relevant focal points.
Maintain communication with relevant operational functions, including HR, Finance, Supply Chain, and Program teams, as applicable.
Facilitate information flow between departments and support coordination on cross-functional activities.
Track requests requiring input or approval from multiple departments and follow up until resolution.
Support operational arrangements for meetings, field activities, visits, and other mission priorities.
Maintain updated trackers and dashboards for operational priorities, pending decisions, deadlines, and action points.
Compile periodic operational status updates for the Mission Lead.
Support preparation and monitoring of operational workplans and follow-up schedules.
Identify recurring administrative challenges and recommend improvements to workflows and coordination mechanisms.
Perform other administrative and coordination duties relevant to the position, as assigned by the Mission Lead and consistent with the role.