Administration Service / Specialist

Position: Administration Service / Specialist
Type of Contract: Service / Consultancy Contract           
Contract Duration: 6 months
Location: Ramallah 
Starting Date: ASAP

Aid Watch Palestine (AWP) was founded after the 2014 Israel attack on Gaza as an independent, Palestinian initiative to make international aid more accountable to Palestinians. We invite the Palestinian community and aid actors - local and international, public and private - to join us in critical and constructive scrutiny of aid and to fundamentally re-envision aid. More information is available at www.aidwatch.ps
We are looking for an Administrative Specialist to support our team and office procedures. A successful Administrative Specialist will act as the point of contact for employees, providing administrative support and managing queries. Main duties include managing office stock, preparing regular reports (e.g. expenses and office budgets) and organizing the organization records. Ultimately, the specialist should be able to ensure the administrative activities run smoothly on a daily and long-term basis.

POSITION DESCRIPTION

Main responsibilities and duties

Admin & Human Resources:

-    Manage office tasks including answering phone calls, relaying messages to staff as required, prioritizing mail, filing, photocopying, scanning documents, greeting and assisting visitors to the organization’s office
-    Responsible for the preparation of the staff, steering committee and visitors meetings
-    Distribute mail and faxes daily, (sends/receives faxes for all office staff) and maintains the record of file of faxes and emails received
-    File all documents/scanned copies as needed and keeps filing system maintained
-    Responsible of planning and preparation of events, meetings and conferences
-    Manage the office supplies and facilitate usage schedules
-    Maintain and check regularly the administrative filing system
-    Maintain multiple appointment calendars and coordinate meetings with senior management
-    Translate short documents (Arabic to English, and vise verca)
-    Assist in recruitment in cooperation with relevant staff members
-    Prepares staff attendance sheets
-    Responsible of preparing staff meetings agenda and taking meeting minutes
-    Follow up on staff vacation/sick leave and insurance
-    Prepare letters and other relevant documents for Embassies, Ministries and Partners to issue visas, work permits, etc.
-    Complete all other duties as may be assigned by Aid Watch Director

Finance and Procurement:

-    Responsible of Petty cash
-    Prepare and follow up on payments
-    Forecast monthly the office and project cash
-    Assist in preparing documents for internal and external audit
-    Maintain daily filling for Finance document
-    Liaise closely with AWP accountant
-    Ensure vouchers with relevant supporting documents transparency and quality on a regular basis and hand them to the accountant
-    Responsible of preparing requests for offer, and purchase evaluations, purchase orders
-    Responsible of managing and updating AWP asset list
   
Qualifications:

-    A Bachelor’s degree in Administration, or related field
-    Minimum 5 years of experience in the same position
-    Previous work experience with NGOs / INGOs
-    Ability to handle multiple assignments & meet deadlines
-    Excellent oral communication and writing skills
-    Fluency in written & spoken English/ Arabic
-    Professional attitude, good social skills, and ability to work in a team
-    Accurate, reliable, open-minded, and a positive attitude
-    Willingness to improve skills and knowledge
-    Commitment towards principles and ethics of work
-    Strong Computer skills, in particular MS Word, MS Excel, MS Outlook, and the Internet

Submission of Applications:

Interested candidates are invited to send a cover letter, CV, and three references (in English) no later than 20/05/2017 to:
 

[email protected]

Indicating the position (Administrative Services/ Specialist) in the subject line. Only shortlisted candidates will be contacted for an interview.

For more information, visit us at www.aidwatch.ps

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