Admin Manager

Médecins du Monde (MdM) France is an international medical organization, which has been present in the Palestinian territory since 1995. It operates in the Gaza Strip and the West Bank (WB) through offices located in Jerusalem, Bir Zeit, and Nablus.

MdM is currently looking for a qualified candidate to fill the position of Admin Manager based in Nablus.

Number of vacancies: one

Duration: 1 year, renew of contract depend on availability of Fund

Start date: ASAP.

Location: Nablus

I.                MAIN RESPONSIBILITIES

 Main responsibilities and activities of the Administrative Manager can change according to the organization of the work and to the composition of the team.

1. HR Management:

• Under the supervision of the FieldCo and in close collaboration with HRCo, planning, overseeing, and ensuring the implementation of processes related to recruitment, training, briefing, induction, evaluation, potential identification, development, and communication for all staff in the base.
• Ensures all staff in the Project (National, International, Regional, visits, etc.) is properly briefed and/or inducted.
• Works closely with various departments, increasingly in a consultancy role, responsible with the other line managers to understand and implement policies and procedures (e.g. holiday plan, training plan)
• Under the supervision of the FieldCo and in close collaboration with HRCo, supports Managers in identifying training needs, conducting accurate performance evaluations, and recognizing potential, to enhance staff capabilities and their contributions to mission objectives.
• Insures the implementation of the internal working rules per Palestine labor law and MdM regulations
• Responsible of Nablus staff health and workmen insurance by being the focal point with the service provider, maintain proper financial follow up
• Update and validate the HR database management and the monthly payment of salaries and other payments, including the payment of income tax to local authorities
• Under the supervision of the FieldCo and in close collaboration with HRCo, ensures that JDs are updated by the direct supervisor according to the changes in the positions and to the needs of the program.
• Supports the Field Coordinator in resolving eventual internal conflicts by providing information on human resources regulations, legal and administrative rules.
• Under the supervision of the FieldCo and in close collaboration with HRCo, implements the disciplinary policy of the mission.
• Ensures good internal communications and the effective circulation of information within the Nablus base
• Updates the organization chart according to the recruitment plan and budget
• Monitor the status of staff vacation days monthly
• Monitor employee attendance/absence daily
• Monitor the archiving of employee information

2. Administrative Management:

• Manage day-to-day office administration and ensure effective implementation of policies and procedures
• Establish and maintain efficient document filing and archiving systems for all administrative and financial records
• Contribute to the preparation of administrative audit reports in accordance with MdM internal regulations
• Contribute to the development of agreements and memoranda of understanding by ensuring compliance with MDM administrative and financial procedures

3. Financial Management:

• Oversee financial operations, including bookkeeping, payroll processing, and cash management.
• Monitor budget utilization and provide regular financial reports to the management team.
• Prepare and review monthly financial statements and ensure timely submission to the SMT
• Ensure compliance with donor regulations and local tax laws, including proper filing of financial documentation.
• Support internal and external audits by providing necessary financial records and documents
• Maintains the accountancy of the Nablus base in strict compliance with MDM procedures and ensures monthly financial closing with SAGA software
• Ensures that all transactions are supported by financial justifications and translated into English.
• Ensures that hard copies of the monthly accounting are sent to Jerusalem no later than the 10th of the month.
• Manages MDM bank account and petty cash in Nablus
• Manages monthly funds requests for Nablus base in collaboration with the Nablus management team and ensures timely submission of base treasury requirements each month.
• Oversee proper use and allocation of funds, provides financial validation for all purchases
• Prepares first draft of annual budget revision and ensures submission of base requirements with appropriate forecast and timeline
• Ensures monitoring of monthly budget, preparation of draft annual budget of Nablus base and budget of project proposals
• Validates the base purchase order forms according to MdM regulations and available budget
• Member of the procurement tender committee on behalf of finance
• Monitors financial agreements and implementation process with partners by ensuring existing supporting financial documentation in accordance with the partnership agreement and financial regulations of the partners and MdM for any reimbursement
• To train local partners on MdM regulations and tools

4. Representation and coordination:

• At the request of the direct supervisor, represent MDM toward local authorities in Nablus
• Document all presentations in meeting minutes

5. Reporting:

To submit reports to the Field Coordinator, Admin Coordinator and HR coordinator on the following on a monthly basis:

• Accountancy closing soft files no later than the 5th of each month for the previous month
• Accountancy hard copies to MdM office no later than the 10th of each month for the previous month
• Monthly fund requests no later than the 18th of each month for the next month
• Staff contracts and other administrative contracts tracking sheet every month no later than the 20th of each month

6. Security:

• Implement and comply with MdM security rules and regulations

7. Others:

• Supervise and mentor the Nablus Finance and HR personnel by providing guidance and capacity-building opportunities
• Promote a positive work environment and team collaboration across departments
• Maintain good social and professional relations with national and international colleagues
• Attend team meetings and provide qualitative input.
• Interpret and translate when necessary.
• Perform any other additional duties as requested by their direct supervisor

Behavior:

• Exhibit self-control and always maintain respectful interactions with beneficiaries
• Work effectively within a team, actively engaging in collective efforts, and contributing to diverse activities
• Uphold and embody the principles of equality, human rights, neutrality, and impartiality
• Show a strong sense of initiative and motivation in daily tasks
• Acknowledge and value the expertise, responsibilities, and contributions of each team member, fostering a respectful and harmonious working environment
• Remain flexible and adaptable in response to evolving work demands and special requests from the supervisor
• Embrace constructive feedback with an open mind, showing a willingness to learn and improve upon personal competencies and work performance.

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Requested Skills and Competence:

Education: Bachelor’s degree in business administration, Accounting, Finance, or Human Resources.

Experience:

• A minimum of 5 years in administrative, HR, or financial management is required.
• At least 2 years of relevant experience within an I/NGO is required.
• Experience in managing a team is desirable.

Technical Skills:

• Strong understanding of financial systems, HR software, and administrative practices.
• Knowledge of Palestinian labor law and tax regulations is required.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and statistics software.

Soft Skills:

• Excellent problem-solving and decision-making abilities.
• Strong communication and interpersonal skills.
• Ability to prioritize tasks, manage time effectively, and perform under pressure.

Languages: Fluency in both English and Arabic (written and spoken) is required.

Qualified applicants are invited to send their resume or CV and a one-page cover letter in English, by      e-mail to [email protected]

Please reference the job title as NB/ Admin Manager /2024 in the subject line of your e-mail.

Deadline for receiving the application is 27 of November 2024.

Please note that incomplete applications will not be considered.

Please note that MdM will contact only pre-selected candidates via email.

MdM is committed to promoting diversity and ensuring equal opportunities for all applicants.

We thank all candidates for their interest in a position with MdM.