Administrative Officer

FUNCTION 

 Administrative Officer  

CONTEXT AND BACKGROUND

Secours Islamique France (SIF) is a Non-Governmental Organization of international solidarity based in France. Founded in 1991, SIF is a non-profit and non-political organization that intents to help, to bring relief and to protect the lives of those threatened by natural disasters, armed conflicts or by economic collapse. SIF provides its help in respect of the cultural diversity, without any distinction of origin, religion or gender. SIF Palestine Mission was established in 2008 and since then, it has set up many concrete activities in order to help in a large scale and developed a comprehensive knowledge of the local context and understanding of local needs.

ROLE IN THE ORGANIZATION

The Administrative Officer is under the supervision of Administrative/HR Manager, responsible for overseeing the operational administrative aspects and issues within the office. S/he will work in close cooperation with SIF’s teams as following:-

General Administration and Compliance 

• Responsible forcompliance of administrative activities with SIF’s rules, regulations, policies and strategies;
• Monitors and under direction from the Administrative/HR Manager, maintains the Administrative Strategic Plan for appropriateness, accuracy and the integrity of activities;
• Assists Administrative/HR Manager in developing comprehensive and coherent administrative framework including procedures and guidelines;
• Assists Administrative/HR Manager in coordination with various official entities.

Files/Records Management

• Establishes, maintains, and updates files, databases, records, and/or other soft and hard documentation;
• Prepares, sorts and distributes office incoming and outgoing post correspondences;
• Prepares, transcribes, composes, types, edits, and distributes letters, memos, schedules, agendas and/or minutes of meetings.

Property/Equipment Management System

• Puts effective property management system in place, includingoffice equipment, mobiles, stationary and furniture;
• Keeps updated records of assets and supplies in addition to participating in annual inventory process;
• Ensures adequate controls are in place for issuing, storage, custody and transfer of equipment, including regular physical checks;
• Ensures regular maintenance and servicing of property and equipment in addition to participating in procuring needed items;
• Disposes of property in coordination with Finance Department.

Petty Cash Management

• Keeps records of cash payments and maintains signatory lists of expending and receiving officers; enters, verifies and retrieves data in the finance system;
• Records daily transactions and activities; and ensures the correctness, completeness and conformance with regulations of the supporting documentation.

Events’ and Meetings’ Organization

• In charge of all logistical and administrative arrangements that are related to the SIF’s workshops, work sessions, seminars, meetings, short-term missions, interns, exhibitions, etc.; 
• Makes travel arrangements for international staff including pick-up, briefings, registration and appropriate accommodation if required.

Reporting 

• Assists in the preparation of reports;
• Participates in /coordinatesfor translating documents or discussions from English into Arabic and from Arabic into English;
• Performs such other duties as may be assigned.

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QUALIFICATIONS AND EXPERIENCES

• A Bachelor degree in international cooperation, humanitarian action or social sciences or related field and equivalent work experience;
• Minimum 5 years of proven field experience in relevant field at INGOs ;
• Knowledge of administrative tools, forms and templates;
• Sound experience in social assistance or community humanitarian work;
• Solid experience of work with MS windows;
• Experience in and commitment to participatory management and maintaining a supportive, open environment to ensure the transferring of knowledge & development of all staff;
• Excellent written and spoken English (essential);
• Excellent communication skills and flexibility;
• Strong skills in multi-tasking and prioritizing during performing tasks;
• Ability to build, manage and motivate teams and individuals to achieve set objectives and targets;
• Ability to lead and participate in teams but also to work independently;
• Ability to work under pressure and in emergency situations;
• Ability to travel frequently and under the particular travel requirements of the assignment. 

PERSONAL QUALITIES   

Taking initiative, capacity to prioritize, networking and partnership development, sense of responsibility and coordination skills, good interpersonal skills, patient and ready to listen to people, open-minded and have collective approach and strong humanitarian motivation.

 WORKING CONDITIONS  

• Location: Gaza Strip
• Duration: 1 year (renewable)
• Starting Date: As Soon As Possible
• Administrative Officer : (Ref #:2022/04/AO)

Interested candidates are requested to send the followings:

• Their CV,
• Letter of Motivation with the Ref # of the post (as indicated above).
• Two professional references for the last two employers with their contacts’ information.

All above documents should be sent not later than 02:00 p.m. on 25th May 2022 to the following e-mail address:

[email protected]

Faxed CV’s or emails without the Post Title & Ref # will be neglected. Only candidates possessing relevant experiences will be shortlisted.

Secours Islamique France is an equal opportunity employer

SIF commits to respect the “Do no harm” humanitarian principle and ensure child safety is paramount in all its activities. SIF implements a Child Safeguarding Policy (CSP) at headquarters and in every mission. We do everything possible to ensure that only those who are suitable to work with vulnerable people, in particular with children join our organization.

This position is subject to a range of vetting checks including criminal records disclosure and reference checks. We have zero tolerance for harmful practices and will take any allegation or report of child abuse very seriously.