Admin Assistant

JOB PROFILE,

JOB TITLE:Admin Assistant

LOCATION:Gaza oPt,
Contract length:12 months with possible extension
Reports to:Finance and Support Services Manager
Grade:B/S1
Gross Monthly Salary:3,600 NIS/ Month

BACKGROUND:
HelpAge International is a global network of not-for-profit organisations with a vision of a world where older people fulfill their potential to lead active, dignified, healthy and secure lives. With over 70 affiliates and 300 partners across more than 50 countries the HAI network brings together hundreds of organisations worldwide. HelpAge has a secretariat with offices in London and Brussels, six regional centres in Africa, South Asia, SE Asia, Central Asia, Latin America and the Caribbean.

HelpAge provides age-specific essential relief items, advises and supports agencies to ensure that services are age-appropriate, works with healthcare providers to improve older people’s access to health services, and supports older people’s capacity to maintain livelihoods and contribute to community support, and works with child-focused agencies to ensure the care and protection of vulnerable older people and children through intergenerational activities.

HelpAge International started working in the Gaza Strip in February 2009 following the December 2008 - January 2009 conflict. It is providing capacity building of beneficiaries, carers and other stakeholders in addition to providing a response for older people needs, including psychosocial support, livelihoods support and health/physical rehabilitation.
HelpAge has also addressed the dearth of information on the situation of older people with a focus on assessing the needs of older people as this has not been a prime concern for other INGOs. Through its work, HelpAge aims to educate other organisations and agencies about the needs of the older people and the importance of including them in humanitarian response programmes.

PURPOSE OF POSITION
Under the guidance of the Finance and support services Manager the Admin Assistant is responsible to provide admin and HR support to the HAI office by performing administrative functions.

MAJOR RESPONSIBILITIES
-Organize, oversee the maintenance of, and manage office support services, including secretarial, data processing, transport, and equipment purchases, building services and hospitality to visitors.
-Maintain a filing system for all documents pertaining to HR and administrative documents.
-Provide HR, finance and procurement support as needed


AREAS OF RESPONSIBILITY
Administration
-Provide administrative and secretarial support to Gaza office.
-Maintain a filing system for all admin-related documentation, such as (staff) contracts, quotations, and purchase requests.
-Oversee the maintenance of the office supplies and stationary.
-Prepare and modify administrative documents including correspondence, reports, drafts, memos and emails, schedule and coordinate meetings and appointments.
-Prepare and update on a monthly basis the asset list.
-Prepare meeting minutes, meeting notes and internal support materials.
-Identify report and arrange/oversee maintenance and repairs of office equipment (e.g. alarm system, IT system, copiers and other office furniture and equipment).
-Maintain a filing system for all documents pertaining to and office phones and other administrative documents such as maintenance contracts etc.
-Maintain a collection of operating manuals for office equipment and make it accessible for HAI staff to use as reference.
-Ensure that incoming mails/ Faxes and outgoing mails are delivered as scheduled to and from the post office & proper copies are kept in the files.
-Assist the program team in organizing and coordinating events, workshops and conference.
-Oversee security procedures for the safekeeping of HAI possessions

Human Resource (HR) and Finance functions:
-Prepare, follow up and process all national staff employment contracts,
-Maintain HAI personnel files with accuracy and confidentiality
-Monitoring the attendance of employees & the Time Sheets.
-Monitoring annual leaves, sick leaves and holidays.
-Provide finance and procurement support as needed
-Responsible to manage the Petty Cash box of Gaza office and cash box monthly reporting.
-Monitor the application of purchasing policies and procedures; supervise a central purchasing system and service, ensuring the appropriate use of requisitions, bid evaluations, purchase orders, and receiving reports.

Miscellaneous
-Carry out additional tasks upon decision by the line Manager within the limits of the character of the role,
-Perform other duties as instructed by Finance and Support Services Manager and as needed by the duty of work.
Person specification

SKILLS AND BEHAVIOURS
-The post holder adheres to and works in accordance with the Accountability and Quality Framework,
-Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling HelpAge International
-Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Essential
-Have a university degree in Business Administration, Human Resources management, or in any related field
-At least 2 years of relevant NGOs work experience
-Good analytical and problem-solving skills
-Proven experience in building cooperative relationships
-Knowledge of management and computer skills—especially MS Word and Excel
-Excellent communication and coordination skills
-Excellent English writing skills.

Application procedure:
Kindly send a CV and a letter of intent to
 

[email protected]

no later than 17 June, 2015, clearly marked at the subject line Admin Assistant application.
Short-listed candidates will be contacted only.

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