Financial and Administrative Assistant

Job Title: Financial and Administrative Assistant
Location: Gaza 

Contract Duration: 12 months

Starting Date: ASAP

The Palestine Information Technology Association of Companies (PITA) is seeking qualified candidates for the position of “Financial and Administrative Assistance”. 

Background on PITA

Palestinian Information Technology Association of Companies – PITA is the voice of the ICT sector in Palestine. It has more than 150 member companies working in different ICT sectors such as software and outsourcing sector, hardware sector, training and consultancy sector, Internet and telecommunications sectors.

PITA is the reference and representative association of private ICT sector. PITA was founded in 1999 by a group of Palestinian entrepreneurs as a non-profit organization to advance the interests and positive societal impact of Palestine’s Information and Communication Technology (ICT) sector. A new generation of forward-thinking entrepreneurs with a heritage that takes them back thousands of years in history is bringing together profound change to the technology and startup landscape. Having the vision towards “A nation nurturing innovation and contributing to world knowledge” and the mission “To lead the ICT sector towards an innovation-based economy”.

PITA offers its members a wide range of exclusive services that help leverage members’ investments and facilitate information exchange among them. Through its varied programs, PITA provides a multitude of services that are aimed at promoting and facilitating the exchange of knowledge, information, and deal flow with its members.  It also recognizes the need for the capacity building where we help companies with technical skills, soft skills training, access to markets, and legal and HR advice.  Adding to that; PITA’s committees are comprised of PITA’s dedicated members that are specialized in certain aspects of the ICT sector and such committees include the Software Committee. All of these committees are devoted to the development of the sector by offering specialized consultancy and following up with different stakeholders in the Palestinian economy.

Position Profile 

The financial and administrative assistant is responsible for supporting the administrative processes and systems of PITA to run effectively and efficiently and supporting compliance with external donors’ financial and administrative requirements.

 Reporting Line: The Financial and Administrative assistant will work in cooperation with the projects’ coordinators and report to the Gaza Office Manager.

Main duties and responsibilities include but not limited to:

Administrative Responsibilities:

• Ensuring reception area is tidy and presentable, with all necessary stationery and material.

• Answering incoming calls and assuming other receptionist duties when needed.
• Coordinating logistics for meetings, sessions, and events.
• Ensuring HR files are up to date, by gathering monthly timesheets and ensuring that the project’s sources of verification are filed and maintained. 
• Translating documents, formal letters, MOUs, and formal agreements from English to Arabic and vice versa.
• Scanning and sending scanned copies to requesters, mainly scanned copies for the coordination office, finance contracts, and daily administrative work. 
• Filing all documents/scanned copies as needed and keeping the filing system maintained.
• Supporting in following up with CBOs to ensure proper money transfer and use. 
• Assist in all administrative areas like attendance, transportation, procurements, and maintenance that give support to the work.
• Writing minutes of meetings in respect to what the project workflow requires.

Financial Responsibilities:

• Preparing and reviewing all supporting documents related to any payment according to the PITA manuals and procedures and following up on all needed support with the suppliers.
• Maintaining an efficient filing system and managing all records.
• Keeping track of incoming and outgoing correspondences and communications.
• Support internal and external audit processes and reports of activities. 
• Handle monthly, quarterly and annual closings.
• Comply with financial policies and regulations.
• Provide regular financial reports as and when they are needed.
• Prepare bookkeeping for all procurement and financial issues in close coordination with all involved including update of procurement plan as needed and facilitating the purchase process of goods and services required in accordance to PITA. 
• Be responsible for sub-grant documents include final agreements, modifications, all related attachments, and important communications.
• Provide general administrative and financial services as requested. 
• Performing any other relevant duties as assigned by PITA.

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Qualifications:

Bachelor’s degree (or equivalent combination of formal training and experience) in economics, accounting, business or any other related field.

A minimum of 2 years of experience in a comparable position in the finance sector and economic follow-up.

Excellent knowledge of accounting regulations and procedures, including the Generally Accepted Accounting Principles (GAAP).

Proven experience in administration and management of budget and grants.

Experience in payroll plan development and/or administration.

Ability to work under pressure and tight deadlines.

Excellent spoken and written English and Arabic language skills; ability to write clearly and concisely about complex issues.

Proficient knowledge of Microsoft office (Word, Excel, PowerPoint…).

Good knowledge of the Palestinian Tax law.

Good working knowledge of ITC technologies (related software, phone, fax, email, the internet).

Only applicants who have the required qualities, experience, and skills will be considered. 

Interested applicants must include (a) A resume (in English) and (b) a cover letter explaining their suitability for the position (in English). Please submit your application by e- mail to: [email protected] no later than February 27, 2022 at 11:59 PM local time in Palestine and include the “Financial and Administrative Assistant Application” in the subject line and cover letter. 

Applications received after this date will not be considered. Only short-listed candidates will be contacted.