Driver and Office Assistant

The Project: FCDO Trade Facilitation and Customs Support (TFCS)

The FCDO Trade Facilitation and Customs Support programme (TFCS) is a £15m programme financed by FCDO and operational from 2020 – 2023. The objective of the TFCS is to improve the trade performance and customs capabilities in the OPTs. It will ultimately contribute to increased inclusive private sector-led economic growth and fiscal sustainability in the OPTs.

Cowater is responsible for managing the implementation of this programme on behalf of FCDO and under its supervision.

Roles and Responsibilities:

• Providing driving and logistic support to ensure smooth transport of staff and delivery of tasks for the TFCS Office, including:

• Planning and conducting safe and timely transportation of staff, visitors, mail and supplies throughout the West Bank.
• Preparing the vehicle for field trips.
• Ensuring the vehicle is ready for departure at the correct time location and in proper condition on a daily basis (clean, fuel refill, etc.)
• Maintaining a record of vehicle license and insurance and alerting the car rental company of its expiry date.
• Ensuring timely and prompt delivery and collection of mail from and to TFCS suppliers, vendors, partner organizations and other stakeholders once daily or as required.
• Ensuring all car logs are maintained in each vehicle and accurately filled out.

As available, depending on driving tasks:

• Providing office support services to ensure efficiency and effectiveness within the TFCS Office, including:
• Monitoring the use of supplies and stationery.
• Coordinating the repair and maintenance of office equipment.
• Ensuring that all assets are recorded on the Asset Register and appropriately labelled.
• Performing receptionist functions, including receiving, directing, and relaying telephone messages.
• Greeting, assisting and/or directing visitors.
• Providing secretarial support, including scanning, photocopying, etc.
• Identifying office needs and preparing purchase requisitions.
• Supporting the Finance and Operations Lead in the preparation of procurement documents, particularly purchase requisitions, and offers analysis according to the TFCS Procurement Policy.
• Signing the payments from authorized staff
• Updating the regular monthly expenses tables
• Updating the procurement database
• Maintaining the West Bank petty cash fund and its records and prepare the petty cash replenishment report
• Photocopying, scanning and labelling all the financial document twice a week at minimum to be ready to send to HQ along with the monthly financial report.
• Organizing the finance department filing
• Keeping track of the issued and liquidating advances and updating the Finance and Operations Lead of the advance’s status.
• Sending the bank transfer letters to the bank when necessary.
• Reviewing the vehicles logbook and make the calculations, spot check is required to ensure trips are registered in the book.
• Assisting in the procurement process, prepare the Purchase Requisition, RFP and procurement analysis for the procurement panel review and selection.
• Communicating with IT support company for all troubles encountered in the office
• Assisting, as directed by Finance and Operations Lead, in general administrative, logistical, and other tasks for the office.

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Key Competencies and Experience:

• Ability and knowledge to perform the adminstation tasks listed under the ToR
• Written and verbal communication skills in English
• Valid driver’s license
• Experience driving in Palestine, safely and smartly
• Knowledge of car maintenance requirements

Reporting Lines and Managerial Responsibilities

This role reports to the Finance and Operations Lead.

General Guidance

Interested applicants are kindly requested to submit their CVs. [email protected]

We thank all applicants for their interest in this project, however only those shortlisted will be contacted.

Cowater is  Equal Opportunity Employer.