Admin Assistant

Position Title    : Admin Assistant
Position Type    : Regular Employment -FULL Time
Location    : Jerusalem Office
Duration    : Six Months with possibility for extension
Department    : Administration

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps (MC) is a non-profit, non-aligned, secular non-governmental (NGO) humanitarian relief and development organization, registered in the United States and Scotland with offices in more than 40 countries around the world, including the Jerusalem, West Bank and Gaza, where we the organization has been active in implementation of relief and development programs for nearly a decade.  Mercy Corps ‘WB / Gaza’ has staff based in East Jerusalem and Gaza City offices, which implement programs through the Palestinian territories.

GENERAL POSITION SUMMARY:

Mercy Corps implements multiple programs for the benefit of Palestinian people living in West Bank, Jerusalem and Gaza Strip . This position will support Mercy Corps’ Office in the Jerusalem & West Bank by providing needed assistance and support to Mercy Corps team, in close coordination with MC programs and offices.


This is an excellent, entry-level administrative opportunity for candidate who is extremely organized, a great team player, complete tasks independently, detail-oriented, and highly cognizant of the importance of maintaining confidentiality.  This position requires a versatile individual who has experience in supporting Mercy Corps team. This is a role that will be crucial to the senior management, and the team members.

ESSENTIAL JOB FUNCTIONS:

ADMINISTRATIVE DUTIES:

-Work cooperatively with Mercy Corps staff, local community, partner NGOs, and other parties.
-Implement administrative and management policies and procedures and ensure adherence to Mercy Corps administrative procedures.
-Responsible for the smooth running of the following office functions: Reception of visitors photocopies and mail services, translation services, telephones and faxes.
-Day to day supervision of property management including cleaners and office maintenance. Ensure the office and compound are clean and maintained at a routine schedule;
-Maintain and monitor attendance book; alert supervisors to poor attendance records of relevant staff;
-Responsible for maintaining supply of all admin documents and making them available for all MC Jerusalem & West Bank staff; Assist Office Manager in maintaining a central filing system. 
-Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance;
-Translation of any program or office documentation, as required;
-Responsible for maintaining contact sheet for MC Jerusalem & West Bank Staff – ensuring all contact details are updated and distributed to MC staff and other MC offices;
-Responsible for preparing ID cards for all staff; ID cards are worn by all MC staff when on official business or on MC property;
-Assist Office Manager in processing payments for all service contractors;
-Responsible of hotel and travel booking for all staff and visitors.
-Responsible for supporting issuance of Israeli B1 and B2 visas, as well as CLA permits, and foreign visas for staff travelling abroad.
-Assist procurement department with purchase and maintain stock of office supplies.
-Coordinate with finance for timely payment of miscellaneous recurring office expenses.
-Responsible for general office duties such as translating documents, photocopying, answering phone calls, welcoming visitors, receiving and dispatching mail, circulating general office correspondence.
-Ensure proper functioning and maintenance of office equipment and facilities.
-Ensure that the office and surroundings are kept clean and presentable.
-Support leadership team to organize meetings, with corresponding, and planning visitor itineraries
-File Mercy Corps documents as required.
-Conduct herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
-Assist in preparation for meeting in Video Conference Room and keep its facilities prepared for all meetings. This includes a weekly check and tests all lines.
-Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair.
-Keep a log of security related actions and occurrences, report immediately to the MC Office Manager all incidents that required action. In case of emergencies; accident, fire, threat.
-Handling incoming and outgoing correspondence;
-Monitor the usage of MC equipments (Faxes, Printers, etc..)
-Preparing monthly stationery and office supplies orders in coordination with the Office Manager.
-Monitor the usage of the office stationery and office supplies. And develop a tracking consumption system
-Ensure that Mercy Corps Gust house is fully supplied with the logistical supplies including but not limited to office supplies, internet access.
-Registering in the log book all Mercy Corps visitors using the new guest house.

HUMAN RESOURCE DUTIES:    

-Assist in processing of employee timesheets into a routine;
-Responsible for tracking annual leave days, per diems and other allowances, as per Mercy Corps policy. Ensuring all leave days and per diems are reflected on payroll;
-In cooperation with program management, ensure the validity of timesheets and monthly compensations. Advise and undertake training when necessary;
-Responsible for processing the monthly payments of service contractors;
-Responsible for ensuring the HR files and documentation of all MC Jerusalem & West Bank staff are current and complete in hard & electronic copies;
-Assist in the recruitment of new positions;   

Procurement:

-Daily coordination of MC procurement activities;
-Assists, as needed, in training staff on these policies;
-Assist program and operational personnel in regular procurement planning meetings;
-Assists staff  as needed on creating clear and understandable purchase requests and other documentation;
-Collects quotations/bids as per Mercy Corps standards and formats;
-Interact with contractors and vendors;
-Prepare the required documentation of completed and ongoing transactions to MC standards;
-Ensures that the Procurement Database (Ongoing and Completed Masterlists) is kept updated and shared with relevant staff as needed;
-Ensure that the procurement files are maintained as outlined in the MC procurement policy; 
-Responsible for the timely execution of procurement activities;

Asset management:

-Ensures that procedures outlined in the Mercy Corps Asset Management Manual are implemented in Mercy Corps Ramallah Office;
-Responsible for logging all new Mercy Corps assets in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions;
-Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual;
-Provides regular physical count/check of all assets and confirm their status and condition;
-Coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices;
-Update the electronic database monthly;
-Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;
-Assists and coordinate project staff on inventory issues. Assist in providing end of  project reports on inventory and equipment lists, locations and status;
-Maintain inventories of all Mercy Corps premises (non-expendable properties) conduct regular checks (quarterly)

Administration and Operations:

-Maintains office records and ensures protection and security of files and records;
-Maintains office efficiency including the maintenance of office equipment, timely replenishment of office supplies and stationery; timely payment of all office utility bill for Ramallah office,
-Supervises and prepares all payments for Ramallah office cleaner.
-Keeps track of contracts for offices, staff houses and other facilities, and service contracts for Jerusalem and Ramallah offices;
-Must be fully aware of donor and internal regulations and stay abreast of changes in applicable donor policies and ensure changes are implemented as required.
-Coordinate with the Compliance department to ensure compliance review of procurement transactions and timely submission of vetting, waiver and other requests to donors.
-Provide information required for monthly donor sub-award reports.
-The Admin Assistant will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
-Other duties as assigned

SUPERVISORY RESPONSIBILITY: Host
ACCOUNTABILITY
REPORTS DIRECTLY TO: Mission Director 
WORKS DIRECTLY WITH: MC program staff

KNOWLEDGE AND EXPERIENCE:

-Minimum 2 years of experience with INGO’s.
-University degree in relevant field; with experience in Operations work
-Strong computer skills in Microsoft office and Gmail.
-Experience working for an international NGO is preferred.
-Patience, enthusiasm and strong interpersonal skills.
-High proficiency in verbal and written English and Arabic communications is required; Additionally, Hebrew language skills are preferred.
-Multi-tasking, organizational, prioritization skills are necessary.
-Attention to detail; personal initiative; ability to follow procedures and meet deadlines; and to work independently/unsupervised and or cooperatively with team members is required.
-Willingness and ability to work effectively with a wide variety of people;
-Ability to work as a part of a team and coordinate with project personnel;
-good understanding of local and national political and security issues.

SUCCESS FACTORS:

-Excellent communication and coordination skills, with strong personality.
-Excellent planning and administration skills.
-Initiative, self-reliant and cooperative.
-Excellent time and organizational management skills.
-Excellent ability to work under pressure and carry out multiple tasks.
-Excellent organizational skills; accurate and detailed worker;

Qualified persons with disability are highly encouraged to apply.

Interested candidates are encouraged to submit a one page cover letter and their CV by e-mail to                  
 

[email protected]

no later than Tuesday, 09 May 2017
Only short-listed candidates will be contacted.
Please indicate in the email subject; Admin Assistant.
No application will be accepted if the email subject is not mentioned in the email subject line.
Please apply separate application for each position you are interested in.
 

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