Admin/Finance Assistant
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:
1. Prevention and response for Gender Based Violence, individual and community
approach.
2. Women´s economic empowerment.
3. 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/Project Assistant will support the Projects,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, hospitality and supplies
- Supervise the maintenance of office equipments
- Collection of correspondence and documents
- Payment of invoices
- Vehicles: maintenance, insurance, servicing, fuel management
- 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
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.
- Conduct an inventory of physical assets and control them
- Follow up on car maintanance and registration.
- Translation of office documentation from Arabic or Hebrew into English and vice
versa
- 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.
- Scanning and sending scanned copies to requesters, mainly scanned copies for the
coordination office, finance contracts and daily administration work
- Preparing the needed records for daily financial transaction when required
- Preparing consultancy/training ToR using the standard templates
- Filing the supporting documents in the ApS office according to the established
template.
- Responsible for receiving, translating and responding to requests from the national
authorities.
- Responsible for receiving, translating and responding to requests from the Israeli
authority.
- Support in carrying out project audits.
- Prepare meetings MoM
- Coordinate APS meetings (discussions, trainings, workshops, etc.)
- Maintain contact lists
- Follow up on Office Calendar adding appointments, meetings, holidays,
staff vacation, staff sick days, deadlines …
- Follow up of APS annual budget
Human Resources
- Ensuring that HR files are kept up to date
- Responsible for drawing up staff contracts
- Ensuring HR files are up to date (physically & Electronically)
- Prepare and launch staff ToR
- CVs revision
- Set interviews for new recruitments
- Assist in payroll preparation by providing relevant data to finance coordinator: Time
sheets, leave trackers, sick leaves etc.
- Perform orientations and update records of new staff.
- Prepare staff contracts and addendum drafts
Technical/Administrative Project Support
- Prepare and publish ToR for external consultancies
- Support in selection processes: drafting evaluation matrix according to set criteria,
evaluate offers, notify winning bid and other candidate of selection outcome
- Draft contracts for external consultancies according to technical and financial
criteria, receive other necessary supporting documentation from consultancy
- Draft project agreements and addenda for new/ongoing projects, receive
signatures and verify that all original documents are collected, file documents
- Support in the Monitoring and Evaluation process: translation of Sources of
Verification (from Arabic to English and, if needed, from English to Spanish with
online translator), create title pages according to Logframe, merging, reducing in
size, uploading of files on respective Sharepoint folders and server
- Receive and check the physical documents received from partners and the Gaza
office, file in accordance with APS filing system
- Collect and coordinate with local partners about supporting documents for project
formulations (support letters, proformas, etc.)
- Assist in managing and monitoring budget expenditure and revisions and provides
interim status reports of all projects
- Perform other related duties as required.
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
Jobs.ps, Ltd. All Rights Reserved.
Jerusalem ID holder with a valid driving License ,to be able to attend Office regularly.
Interested candidates should send their resume with motivation letter on or before Thursday 25th Jul 2024 to [email protected] and [email protected] indicating your name, surname and the job title (Admin/Finance assistant) in the subject line of your e-mail application.CV´s will be checked on rolling basis.
Qualified candidates are encouraged to apply and those shortlisted will be contacted.
Get the right job
Many companies are currently searching our CV database
Jerusalem, 18-Dec
Gaza Strip, 18-Dec
Ramallah, 18-Dec
