Admin Assistant OFFICE

Job Description

TERMS OF REFERENCE

ADMIN ASSISTANT

WEST BANK- oPt

BACKGROUND

Alianza por la Solidaridad (Alianza) is a Spanish NGO existing since more than 30 years and present in the Middle East since 1993. From 2009 till now it has developed a process of sectorial and geographical targeting for its interventions, which has meant the prioritization of women’s rights and gender equality. Alianza in the Middle East works within three main lines of action:

Prevention and response for Gender Based Violence, individual and community approach.
Women´s economic empowerment.
Women´s participation and active citizenship.

Alianza maintains stable local partners with whom it works in a sustained manner and deepening not the relations and regular contacts through the office in the field, but a fluid communication and analysis of the changes caused by the protracted conflict-related crisis and humanitarian situation in Palestine. Engaging men is a key piece to achieve meaningful results in gender equality, therefore, since 2017, there is a progressive work on implementing a new masculinities approach with community members and with CBOs, partners and other key actors. Alianza cooperates closely with its partners and support their work in a manner that represent Alianza and the partners values. Alianza has extensive experience and expertise on women´s rights and there is a high degree of knowledge about the environment and the unique relation with the population, civil society organizations, other humanitarian actors and local public entities.

Alianza por la Solidaridad is member of Action Aid since June 2018. Both entities share the idea that when people become aware that their future is in their hands and organize to challenge power structures and contribute to improving and changing institutions, changes can succeed. These changes should take place on a global scale in order to generate maximum impact, and they should be rooted in the political values of solidarity and internationalism. In addition, for Action Aid and Alianza, social justice, gender equality and climate justice are achieved through individual and collective actions that actively change inequitable and unjust power relationships, either hidden, visible, or invisible, from the home to local, national, and international spaces. The empowerment of people that live in poverty and marginalization, and of women and youth is a crucial part of creating these changes. Collective efforts and fights are stronger when they are bound together through solidarity, campaigns and common causes between communities, organizations, social movements and other allies to influence local and global institutions and public policies.

Our Commitment to Safeguarding

Alianza is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct. We are also committed to preventing and responding to any form of sexual harassment, exploitation and child abuse and abuse of adults at-risk, whether carried out by staff/representatives or resulting from our work. Alianza expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

JOB DESCRIPTION

The admin assistant will support the admin and financial processes of the office and will support the economic follow up of the projects that Alianza is implementing with the local partners in oPt.

The position reports directly to the Regional Financial Coordinator and the Head of Mission.

MAIN TASKS AND RESPONSIBILITIES

The admin assistant is expected to engage on the following tasks:

Logistics

Coordinating and arranging events, trips and workshops with ApS team
Follow up registration´s renewal and updates with the different governmental ministries
Acquisition of equipments and office stationery and supplies
Supervise the maintenance of office equipments
Collection of correspondence and documents
Payment of invoices
Vehicles: maintenance, insurance, servicing, fuel management
Withdraw cash
Submission of documentation: payment of taxes, bank documents
Issuance of out-of-country visas for staff and partners
Finding personnel accommodation and managing payments

Finance / Administration

Support the accounting process of the office as requested
Support the preparation of financial information for the annual audits of APS before the national authorities (WB and Gaza).
Responsibility of maintenance services of the internet connections, telephones, network, computers, and other IT equipment owned by ApS office
Responsibility of all the insurances management
Responsibility of the office cleaning management
Coordinating and facilitating the purchase process of goods and services needed.
Review payment vouchers and budget allocation for the respective payment to suppliers
Conduct an inventory of physical assets and control them
Translation of office documentation from Arabic or hebrew into English and viceversa
Ensuring HHRR files are up to date
Ensure the update of administrative and finance filing and contact list.
Compile expenditure documents from ApS office for reporting to donors or internal reporting.
Provide the ApS Administrator with indications about possible deficiencies in the received documentation.
Prepare documents for legalization in the Spanish consulate.
Receive and archive in ApS office the certified documents from the Spanish consulate.
Prepare the report back up documents for shipment to Spain according to established model/list.
Prepare and coordinate shipments.
Manage the organisation/filing of the information (documents) supporting the management of the APS office in its corresponding archives.
Photocopying, notarising and scanning all required documentation related to the management of the ApS office.
Ensure that all staff have identification cards.
Archive reports back up documents in ApS office according to established model.
Supporting in financial and administrative documentation of support.
Supporting in financial information on activities in a transparent and concise manner.
Monitoring payroll payments and other associated expense payments.
Responsible for sub-grant documents include final agreements, modifications, all related attachments, and important communications.
Review payment vouchers and budget allocation for the respective payment to suppliers.
Scanning and sending scanned copies to requesters, mainly scanned copies for the coordination office, finance contracts and daily administration work
Supporting in making requests for transfers and payment orders internationally and locally
Preparing the needed records for daily financial transaction when required
Maintaining the Petty cash related to the office or any other advances payments
Preparing the needed records for daily financial transaction when required.
Preparing consultancy/training contracts using the standard templates.
Responsible for stamping the payments as Paid.
Filing the supporting documents in the ApS office according to the established template.
Issuing letters to the bank for payment of supplier and tax payments (VAT, income tax, customs duties).
Keeping track of payment vouchers and invoices
Administrative management of service providers
Responsible for receiving, translating and responding to requests from the national authorites.
Responsible for receiving, translating and responding to requests from the Israeli authority.
Responsible for contracting APS services: rentals, insurance, personnel, post office, etc.
Financial reporting for APS: control and monitoring of APS expenditures and income, control of office budget and own funds.
Support in carrying out project audits.

Human Resources

Ensuring that HR files are kept up to date
Responsible for drawing up staff contracts

Security

Implement and enforce safety standards and criteria for office

Others

Perform other Administrative duties as required by the direct supervisor and the Head of Mission.
Promote and maintain an organizational culture of teamwork, open and participative in the office of ApS and the Members

IN ADDITION, HE/SHE WILL BE AVAILABLE FOR OTHER TASKS THAT MAY BE ENTRUSTED TO HIM/HER BY THE DIRECT SUPERVISOR.

Security and Code of Conduct

Apply and adhere to the internal regulations in Alianza office in Palestine, including safety regulations.
Respect Alianza’s code of conduct for the office

Job Requirements

REQUIREMENTS

Bachelor’s degree (or equivalent combination of formal training and experience) in administration, economics, accounting, business or any other related field.
A minimum of 2 years of experience with INGOs in a similar position in the admin. sector and economic follow-up.
Proved experience in administrative activities, acquisition, purchase process and supporting in financial activities.
Ability to work under pressure of tight deadlines and rigid timeframes in difficult circumstances.
Creative, innovative, decision making, communication and other public relations skills.
Conflict sensitive approach
Ability to develop relationships with a variety of different people and organizations.
Excellent analytical thinking and problem-solving skills.
Excellent communication, presentation, and interpersonal skills.
Excellent spoken and written English and Arabic language skills; ability to write clearly and concisely about complex issues.
Knowledge of Hebrew
Knowledge of Spanish is an asset
Availability to travel, frequent travels to West Bank are required
Process facilitation skills, negotiation, influencing skills
Strong interpersonal skills and ability to work in teams
Ability to work independently
Proficient knowledge of Microsoft office (Word, Excel, PowerPoint…).

CONTRACT AND WORKING CONDITIONS

APS will provide a Labor Contract under the category admin assistant within a gross month salary of 5.300 NIS to 7.300 NIS, according to the candidate’s experience.

Place of work is APS’s Jerusalem office but regular travels to the West Bank and Gaza can be expected. Costs of trips to Gaza and West Bank are covered by APS according to the organization standards.

Estimated duration of the contract is 11 months, with 3 month probation period and great possibilities of extension.

The admin assistant will apply and adhere to the internal regulations in Alianza office,

including safety regulations. At the same time, the s/he will respect Alianza’s code of conduct.

Job Details

Job Title Admin Assistant OFFICE

Deadline 03 - Feb - 2022

Location Jerusalem

Job Type Full time

Position Level Mid Career

Salary 5.300 NIS to 7.300 NIS

Degree Bachelor's degree

Experience 2 Years

Category Business & Admin

Application Instructions

Only applicants who have the required qualities, experience, and skills will be considered.

Interested applicants must include (a) CV (in English) and (b) a cover letter explaining their suitability for the position (in English). Please submit your application by e- mail to [email protected] no later than Thursday, 3th of February, 2022 at 11:59 PM local time in Palestine and include the “Admin assistant APS” in the subject line and cover letter.

Applications received after this date will not be considered. Only short-listed candidates will be contacted.

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