Admin & Finance Assistant

JOB DESCRIPTION

for

Admin & Finance Assistant

Organization Description: 

The Small Enterprise Center (SEC) Association is a Palestinian nonprofit organization provides an integrated package of innovative business development services consisting of, but not limited to, institutional capability building and strengthening initiatives, human resource training and development, SME banking, grant management, research and development, and lending and micro-finance advisory services. SEC started as a project within the framework of former GIZ Private Sector Development Project in 2002. In 2008, SEC has become an independent not-for-profit organization governed by Palestinian NGO law with a board of directors and a general assembly. SEC began with an office in Ramallah with six staff members, and has grown to the leading national organization serving the SMEs and the private sector in Palestine. In 2015, SEC has 28 permanent qualified staff with combined extensive experience in economic and business development. The organization has branches covering all Palestinian – governorates.

Position: Admin & Finance assistant

Work location: Ramallah

Type of Contract: Full time

Logistics & Admin Duties

Assist in logistics related to organizing meetings and conferences

Receive calls and welcome guest.

Maintaining the condition of the office and arranging for necessary repairs

Lead the procurement process with the staff in all phases.

Maintain procurement files - Preparing Annual Vendor Lists.

Responsible for buying materials, parts, supplies and equipment’s in a timely and cost-effective way.

Develop service contracts for suppliers and consultants.

Develop and review purchase requests and ensure authorization as necessary to facilitate the timely purchase.

Assist in reviewing and processing the petty cash payments and ensure all the supporting documents are Attached.

Contact suppliers and distribute their checks.

Coordinates the use of the project vehicle to ensure that all trips are covered and executed in an efficient manner.

Makes hotel and travel arrangements for staff and consultants

Prepare letters, correspondence and other forms

Assist in the recruitment process; including scheduling interviews and creating related correspondence

Archive, maintains, and updates files, databases, records, and/or other soft and hard documentation.

Responsible for E-mail server and local server

Assist the supervisor in any other issues as assigned.

Finance responsibilities

Obtain supporting documentation related to the operations of the different projects or of the program;

Assist in preparing and processing financial transactions such as payments requests, receipt vouchers, checks, and other formal letters.

Inform the Finance Specialist of all the correspondence and non-routine financial issue.

Support budgeting and bookkeeping procedures.

Support partners in the financial management and follow-up of projects;

Note: All funds for a specific project need to comply with all donors’ requirements; this may include specific procurement rules and reporting of expenses.

HR Responsibilities:

Monitor and supervise staff daily attendance, monthly time sheets, annual leaves and sick leaves.

Compile and update employees’ records (Hard and soft copies).

Update and maintain internal staff contact lists

Assist in termination process.

supervise Office assistant duties and daily work.

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Qualifications and Required Skills

Bachelor degree in Accounting, Finance, business administration, or other related field.

At least three years of experience in Finance and Administration preferably in NGOs

Proficient knowledge in computer programs (Microsoft Office and computer software) Bisan Knowledge will be a plus.

Excellent English Language writing and speaking skills

Self-motivated, quick learner and able to take initiative

Ability to work in a team and under pressure

Valid driving license

Strong communication and interpersonal skills

Good organizational skills.