Reports to: Program Principal Investigator (PI)

Purpose: Overall responsibility of the job holder is coordination and administration of gifts under the guidance and supervision of the Program Principal Investigator with the purpose of streamlining procedures for the acceptance, administration and follow up of the program’s entire components.

Responsibilities:

Advertising and Promotion

● Plan the different promotional activities for each cohort

Implementing Plans including:

● Facebook ads

● Letters sent to entities with potential candidates, e.g., universities, ministries, and NGOs

● Visits to entities with potential candidates, e.g., universities, ministries, and NGOs

● Organize information sessions

● Print flyers and brochures

● Attend different AUC events for promotional purposes, e.g., graduate open house and career day

● Organize the production of a promotional video for the fellowship

● Manage and update the fellowship Facebook page with different events, announcements and

fellows’ biographies and news

Selection Process:

● Manage the applications on Argos system

● Filter the eligible applicants

● Prepare applicants’ files and schedule interviews with both initial and final screening committees

● Screen applications for the first interview

● Schedule the first interview over a week with the committee members and the applicants

● Liaise with the donor and external assessor the schedule

● Plan the schedule for the second interview

● Send needed files to donor and external assessor

● Communicate results to candidates

● Organize the orientation session to be held for students upon acceptance and admission to AUC

● Prepare contracts and arrange signing for new fellows

● Answer applicants’ queries through email, telephone and scheduled interviews

Budget Planning, Reporting and Execution:

● Manage the fellowship budget

● Keep track of all expenses broke down to each line item for each cohort

● Handle and monitor the budget, and ensure all expenses are done from the correct line items

● Report on any financial element upon need

● Send forecast to the budget office

● Plan budget for Professorship line item and update the Controller’s office with percentages and time lines for payment.

● Prepare different memos for the controller’s office covering different issues such as housing plan, salaries, new initiatives, and others

Know thy Country and International Study Tours

● Plan and execute internal Know thy Country trips

● Plan and execute international study tours

● Select potential participants with PI

● Communicate with different entities and NGOs for planned visits and schedules

● Handle all reservations with travel office including tickets, hotel reservations, and transportation

● Settle all payments with travel office

● Prepare all needed documents for per diem and allowances during travel and trips

● Receive and handle the advance payments

● Settle payments upon return

Networking and Image building

● Organize gatherings for fellows

● Communicate different opportunities to current fellows as well as alumni

● Image building for the fellowship within the Global Affairs and Public Policy and AUC by promoting different events and achievements

● Maintain an excellent relationship with fellows and assist them in every possible way

In addition to:

● Monitor academic performance of the fellows as well as their registration and issues with different departments

● Assist in any academic issue concerning the fellows

● Handle all paperwork and SAP payments to fellows including reimbursements, monthly stipends, housing allowances, and per diem for semester abroad

● Keep track of all fellows’ history in registration, leave of absences, incomplete courses, thesis

completion, English placements, progress reports and graduation

● Maintain an updated and complete database for all fellows

● Handle contracts extension in case of any

● Issue letters to support different fellows in other opportunities

● Encourage fellows for the semester abroad opportunities and assist in finding new opportunities

● Act as a focal point between the international programs office and the fellows

● Handle all payments regarding the semester abroad with the host universities as well as internally, to the fellows

● Handle tickets reservation with the travel office and settling payments on the travel system as well as SAP

● Prepare all documents needed for controller’s office to issue per diem for the fellows travelling for a semester abroad and insuring payment is done prior to travel

● Liaise with all departments and offices within AUC, including enrollment, graduate studies,

communication, travel, controller’s, budget offices, among others, for streamlining the fellowship’s flow of work

● Prepare needed information for the Office of Advancement and Communications for the narrative and financial reports to be submitted to the donor

● Follow up and supervise the program officer with all day to day activities including, but not limited to, books purchase for the fellows, reimbursing fellows with any expenses, semester abroad documents, and expenses

Qualifications:

Education and Experience:

● BA in a related discipline

● Minimum of 10 years of experience with four to six years of related experience in program

management

Skills:

● Excellent command of English and Arabic, both spoken and written

● Excellent interpersonal and communication skills to be able to interact with a wide variety of

people

● Ability to work independently and as part of a team

● Excellent organization skills and ability to prioritize and work under pressure

● Tact, diplomacy and discretion

● Excellent computer skills, e.g. Microsoft Office, SAP, and Photoshop, and knowledge of websites

This position is open until September 2, 2025

Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted.

"The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply."

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