Admin & Finance Assistant

Small Enterprise Center

• BACKGROUND

The Small Enterprise Center (SEC) Association is a Palestinian non-profit organization that started in 2002 as a project within the framework of GIZ Private Sector Development Project. In 2008, and officially registered as an independent non-profit organization governed by the Palestinian Law of Charitable Associations and Community Organizations No.1 for the year 2000. SEC began with an office in Ramallah and has grown to be a leading national organization serving Palestinian Micro, Small and Medium Enterprises (MSME) and social enterprises (including cooperatives).

Description

Logistics & Admin Duties:

1. Assist in logistics related to organizing meetings and conferences
2. Receive calls and welcome guest.
3. Maintaining the condition of the office and arranging for necessary repairs
4. Lead the procurement process with the staff in all phases.
5. Maintain procurement files - Preparing Annual Vendor Lists.
6. Responsible for buying materials, parts, supplies and equipment’s in a timely and cost-effective way.
7. Develop service contracts for suppliers and consultants.
8. Develop and review purchase requests and ensure authorization as necessary to facilitate the timely purchase.
9. Assist in reviewing and processing the petty cash payments and ensure all the supporting documents are Attached.
10. Contact suppliers and distribute their checks.
11. Coordinates the use of the project vehicle to ensure that all trips are covered and executed in an efficient manner.
12. Makes hotel and travel arrangements for staff and consultants
13. Prepare letters, correspondence and other forms
14. Assist in the recruitment process; including scheduling interviews and creating related correspondence
15. Archive, maintains, and updates files, databases, records, and/or other soft and hard documentation.
16. Responsible for E-mail server and local server
17. Assist the supervisor in any other issues as assigned.

Finance responsibilities

1. Obtain supporting documentation related to the operations of the different projects or of the program;
2. Assist in preparing and processing financial transactions such as payments requests, receipt vouchers, checks, and other formal letters.
3. Inform the Finance Specialist of all the correspondence and non-routine financial issue.
4. Support budgeting and bookkeeping procedures.
5. 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 two 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.

If interested in this position, please apply via sending your cover letter and CV to the following email address:

[email protected] , so as to be received by Thursday 27th March 2025.