Administative Assistant

Position: Administative Assistant           
Contract duration: 6 months with possibility of extension
Location: Ramallah / Palestine
Starting Date: ASAP

Background on ACTED
ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.
ACTED was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris, France, ACTED now operates in 34 countries worldwide, with over 200 international and 4000 national staff. ACTED has a 117 million € budget for over 350 projects spanning 8 sectors of intervention; including emergency relief, food security, health promotion, economic development, education & training, microfinance, local governance & institutional support, and cultural promotion.
For more information, please visit our website at www.acted.org.
 
Country Profile
Capital Office: Ramallah
National Staff: 21
Areas: 2 (West Bank, Gaza)
On-going programmes: 7

ACTED started its activities in the occupied Palestinian territory in May 2007, through food security interventions in the West Bank and then in Gaza. ACTED is currently implementing projects funded by ECHO, UNDP, OCHA ERF, and Europe Aid, which aim to protect vulnerable households in the West Bank and to strengthen civil society actors across the occupied Palestinian territory.
 
Position Profile:
The Administrative Assistant is working under the supervision of the HR/Admin Officer and the FLAT (Finance, Logistics, Admin Team) Manager.
 
-Manage office tasks including answering phone calls, relaying messages to staff as required, prioritizing mail, filing, photocopying, greeting and assisting visitors to the organization’s office,
-Support the HR/Admin officer in the preparation of the weekly and monthly meetings,
-Scan and send scanned copies to requesters,
-Distributes mail and faxes daily, (sends/receives faxes for all office staff) and maintains the record of file of faxes and emails received,
-Files all documents/scanned copies as needed and keeps filing system maintained
-Assist in the planning and preparation of events, meetings and conferences,
-Manage the office facilities usage schedules,
-Maintains  and checks regularly the administrative filing system,
-Maintains multiple appointment calendars and coordinate meetings with senior management,
-Translates short documents (Arabic to English, and vise verca),
-Assists in recruitment in cooperation with relevant staff members,
-Prepares staff attendance sheets,
-Follows  up on vacation and sick leave for National and International staff,
-Assits in completing monthly reporting documents related to HR,
-Prepares letters and other relevant documents for Embassies, Ministries and Partners to issue visas, work permits, etc. for ACTED staff,Follows up of all staff ’s visas and work permits and has a computerized up-to-date data base,
-Performs duties as requested by HR /Admin Officer and FLAT Manager.
     
Qualifications:
-Bachelor’s degree in business administration, public administration, or relevant field, or equivalent combination of education and experience.
-Working experience in HR or administration, preferable with an INGOs.
-1 to 2 years experience as Admin assistant.
-Excellent oral communication and writing skills.
-Fluent in Arabic and English, spoken and written.
-Good in time management and ability to work under pressure.
-Professional attitude and ability to work in a team.
-Accurate, reliable, open-minded, and positive attitude.
-Highly organized, able to prioritize and meet deadlines effectively.
-Willingness to improve skills and knowledge.
-Capable in planning, problem solving  and analytical skills.

Submission of applications:
Interested candidates are invited to send a cover letter, CV, and three references (in English) no later than 24 of July 2014 no later than 12:00pm to:

[email protected]

indicating the position (Administative Asistant) in the subject line. Only shortlisted candidates will be contacted for an interview.

ACTED
Att: Human Resources Department
For more information, visit us at http://www.acted.org

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