Administrative Assistant

Médecins du Monde is looking for a

Administrative Assistant

(100 %)

Founded in 1993, Médecins du Monde Switzerland is a medical association of international solidarity that is part of the Médecins du Monde network. We provide sustainable access to health care for people in vulnerable situations in Switzerland and around the world.

WE PROVIDE CARE

For nearly 30 years, we have been working to ensure that the right to health is effective for all, without financial, social, cultural, or geographical barriers. We collaborate with civil society organizations and local authorities to implement projects in Switzerland and around the world.

WE BEAR WITNESS

We call up on and accompany regional, national, and international authorities to facilitate access to healthcare and promote respect for human rights. We advocate with decision makers to change things in a sustainable way.

MdM Switzerland, has been working in the occupied Palestinian territory (oPt) since 1994 in the sector of Mental Health and Psychosocial Support (MHPSS), implementing emergency and development interventions, focusing on victim of occupation-related violence, children and detention, suicide prevention and management, strengthen of access to mental health cares at national and community level, and advocacy initiative.

YOUR MISSION

To support the Administration department with one or more technical aspects of its work (finance, accounting, administrative management, HR) while applying defined procedures and rules.

To ensure day-to-day implementation, follow-up and administrative management of cases.

YOUR POSITION WITHIN THE STRUCTURE

Direct supervisor: Administrative Coordinator

Technical supervisor: Administrative coordinator

Managerial responsibility: /

Functional responsibility: /

YOUR ACTIVITIES

• Implement admin routine activities.
• Apply admin instructions, protocols, procedures and deadlines.
• Save and archive admin documents.
• Write and/or translate documents, memos, reports and letters.
• Participate in drafting departmental activity reports.
• Translate documents, formal letters, MOUs and formal agreements from English into Arabic and vice versa.
• Composes routine correspondence and performs a variety of administrative functions which include but are not limited to: typing, word processing, drafting routine correspondence, and transcribing.
• Follow up the health insurance procedures and correspondences (reimbursements, additions, cancellation,,,etc.)

Finance/Accounting

• Cash management for a site: make payments, inventories, anticipate cash requirements, foreign currencies
• Manage advances (payment, monitoring, balance)
• Cash accounting for the site (bookkeeping, SAGA records, check consistency of invoices)
• Process the mission’s accounting documents (copies, scans, filing, archiving)
• Scanning documents and sending the scanned copies to requesters, particularly for the coordination office, finance contracts, and daily administrative tasks.
• Files all documents/scanned copies as needed and keeps filing system maintained.
• Write checks, and hand it to suppliers/vendors, consultants, contractors in the office.
• Responsible for stamping the payments as Paid.
• Report on malfunctions detected (cash accounting errors)

HR

• Collect and process time sheets
• Create and update physical personnel files and update the personnel database
• Contribute to recruitment (publish offers, send invitations to interviews, compile candidate applications, plan inductions, etc.). .)
• Monitor and keep track of employee leave and absences.
• Take part in the preparation of travel schedules
• Contribute to monitoring contracts (end of trial period, changes to contracts, etc.)
• Collect and communicate information required to establish the payroll (leave, overtime, salary advances, etc.) and post-payroll payments (reporting to social agencies, tax authorities, etc.)
• Print and distribute pay slips

General Administration

• Travel management (booking air travel, hotels, visas, etc.)
• Manage office supplies
• Provide reception duties and refer visitors
• Maintain the switchboard
• Update contact lists

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YOUR PROFIL

Academic and Working Experience:

• A degree in Business Administration, or relevant fields.
• +2 Years of experience in similar positions, possibly with local or international NGO or other humanitarian/development related agencies
• Experience and familiarity with financial and administrative requirements of the humanitarian/development donors and organizations
• experience and familiarity with HR-admin related tasks.
• Interested in developing a career in the Admin field.
• Having excellent command of English.
• Experience and capacity to work under stress, with tights deadlines and unexpected tasks
• Detail-oriented, and well-organized.

Other Requirements/Skills         

• Honest, enthusiastic, and self-motivated.
• Pro-active in proposing solutions and improved processes and ways to reach better outcomes
• Ability to use Excel and the Microsoft Office Pack
• Design and check information in the relevant field
• Organise and prioritise activities.
• Use a filing and archiving method.
• Draft notes, documents and reports relating to the relevant field.
• Strong team player skills and ability to work with staffs from different departments .

CONDITIONS

The position is based in Bethlehem, with periodical movements to East Jerusalem

Contract type: West Bank fixed term contract

Contract Duration: 12 months renewable, with 3 months’ probation period

Working Hours: Standard office working hours from Sunday to Thursday.

DEADLINE FOR APPLICATION 12/08/2023

HOW TO APPLY

Interested applicants should send a detailed CV and motivational letter in English to: [email protected]  titled “Admin Assistant”.

The applications received after the deadline or without all the required documents, will not be considered.