PMU Administrative Assistant at LPJ

The Latin Patriarchate of Jerusalem is currently looking for qualified candidates for the current job post; Administrative Assistant – full time duty for one year – renewable, to join the Project Management Unit (PMU) under the direct administrative and functional supervision of the PMU Director at the HQ offices in Jerusalem. 

General Overview: 

Under the supervision of the Project Management Unit (PMU) Director, the Administrative Assistant reports directly to the PMU Director and is responsible for providing comprehensive clerical and administrative support to the project team. Key duties include managing and organizing project documentation, tracking and following up on payment requests, compiling necessary supporting documents, and coordinating operational activities both at the duty station and in the field. The role requires attention to detail, effective communication, and proactive collaboration to ensure smooth project implementation and timely administrative processes. 

Responsibilities and tasks:  

• Ensures the projects database is consistently updated in accordance with PMU standard operating procedures. 
• Updates and maintains both digital and physical archiving systems for all relevant project documents. 
• Prepares and accurately maintains minutes of internal project-related meetings and reports on field visits. 
• Assists the project team in monitoring and tracking the budget to ensure compliance with applicable standards and requirements, utilizing Excel for data management. 
• Prepares and tracks payment requests in coordination with the project management team and the finance department. 
• Maintains and updates project status reports through effective follow-up with relevant stakeholders as needed. Additionally, prepare and drafts PowerPoint presentations for internal and external meetings. 
• Prepare reports to donors and other needed documents using the InDesign format. 
• Drafts contracts for the Job Creation program as required. 
• Supports the PMU Director in coordinating partner visits, preparing meeting agendas, and drafting partner correspondence in both English and Arabic. 
• Performs other related duties as assigned by the supervisor. 

Requirements: 

• Bachelor’s degree in Business Administration, Project Management, or any related field.  
• Proven 2-3 years of relevant work experience. 

Competencies: 

• Excellent communication skills (both verbal and written) in the English language and Arabic. Working knowledge of a third language is a plus. 
• Proficient experience with software, MS. Office and Adobe InDesign software. 
• Time-management skills, multi-task and excel in a deadline-oriented environment and under pressure.   
• Planning and organizing skills and strong ability to prioritize.  
• Strong knowledge of office management systems and procedures. 
• Ability to work effectively both independently and as part of a team.  
• Capacity to work in a multi-cultural environment. 
• Integrity and strong identification with LPJ Core Values. 
• Valid Israeli driving license. 

All applications will be handled in strict confidentiality. A cover letter along with a curriculum vitae should be submitted in English no later than June 12th, 2025 only by this link: https://www.lpj.org/en/human-resource

Only short-listed candidates will be contacted.