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)

Please send an up-to-date CV with the title of the vacancy in the subject line.