Local Administrator Assistant

POSITION TITLE
Local Administrator Assistant - Solidaridad Internacional (SI)

MISSION
Support the efficiency and transparency in the management cycle of interventions and the offices Solidaridad Internacional, according to the regulations of the donors and SI standards and tools
GEOGRAPHICAL AND SECTORIAL INTERVENTION SECTOR
Occupied Palestinian Territories, Lebanon and Jordan

BASE/LOCATION
Solidaridad International’s office in Jerusalem (Occupied Palestinian Territories)

ORGANIGRAM
Supervised by the Middle East Representative and the Administrator of the office

COORDINATION
Coordination with all the development/humanitarian technical Coordinators in the field and technical team in HQ, Management Coordinator in HQ and Financial Responsible in the HQ of Solidaridad Internacional. Functional Coordination with the local partners in the region.

BACKGROUND
Solidaridad Internacional is a Spanish non-governmental organization established in Spain in 1986. Solidaridad Internacional is a non confessional, progressive and independent NGO present in more than 20 countries in Latin America, Middle East and Africa supporting the most vulnerable people through the implementation of humanitarian and development projects, education for development, awareness and promotion and spreading of Fair Trade.
The Strategic Plan for 2009-2012 of SI is organized around six strategic objectives that outline in a clear and concise manner the main thrust of SI in the next few years: improvement of the quality of the work in development, geographic expansion and restructuring, strengthening the vision and advocacy, consolidation of the social base and improving internal cohesion and management of Solidaridad Internacional. Each strategic goal includes specific objectives and priority actions, which are scheduled in time and assigned quantified targets. The work of the organization worldwide is structured in four strategic sectors: Democracy and peace building, women’s empowerment and equality, food security, and adaptation and mitigation of climate change. A Human Rights Based Approach is applied to all these sectors and gender, environment and strengthening of social actors are mainstreamed in all interventions.
Solidaridad Internacional needs to recruit a Local Administrator Assistant for the regional office in Jerusalem in order to contribute to the achievements of the interventions in the oPt.


MAIN TASKS

Finance / Administration
-Make entries and entries in the accounting system of the office
-Support the Annual Audits of the offices and projects
-Check bank accounts and reconciliations to ensure the timely control of the bank book.
-Review payment vouchers and budget allocation for the respective payment to suppliers.
-Conduct an inventory of physical assets and control them.
-Keeping track of the movement of Petty Cash.
-Prepare financial information for the Annual Statement in front of the national authorities
-Translation of office documentation into English

Project cycle management of Solidaridad International’s interventions
-Prepare the documentation for financial justification of projects to each donor, on a quarterly basis in collaboration with partners, according to the rules of different donors:
-Compile bank statements and transfers certifications from SI office and partners for reporting to donors or internal reporting.
-Compile expenditure documents from SI office and partners for reporting to donors or internal reporting.
-Review the documents and make sure they comply with the donor criteria for project financial reporting (AECID Guidelines as a general rule) and make sure the documents match the report that the Project Coordinator has prepared and previously given to the Admin-Assistant.
-Provide the partner and SI Administrator with indications about possible deficiencies in the received documentation.
-Prepare documents for certification in the Spanish consulate.
-Receive and archive in SI office the certified documents from the Spanish consulate.
-Prepare the report back up documents for shipment to Spain according to established model/list of annexes model of SI.
-Prepare shipment of reports to Spain
-Archive reports back up documents in SI office according to established model.

Logistics
-Fill in the car log-book of the office and control the vehicle maintenance
-Acquisition of equipments and office stationery and supplies
-Supervise the maintenance of office equipments

Security
-Implement and enforce safety standards and criteria for office

Others
-Perform other Administrative duties as required by the Middle East Representative.
-Promote and maintain an organizational culture of teamwork, open and participative in the office of SI and the Members
-Make sure that SI’s Equality Policy and conciliation of work and personal life policies are applied in the Administration department.

REQUESTED KNOWLEDGE AND EXPERIENCE
-Financial and administrative experience and studies, good knowledge of Excel
-Skills of working on PC and using other related equipments, advance use of Microsoft Excel.
-Minimum 2 years experience preferable within an NGO
-Knowledge of Accountancy Rules
-Fluency in English, Arabic and Hebrew.
-Spanish language is an asset.
-Time management, team building and stress management skills
-Ability to work independently
-Confidentiality and discretion

WORK CONTRACT AND CONDITIONS
Solidaridad Internacional is a non lucrative organization that depends on external funding to implement the activities in the region. For this reason, the contract to be signed will be related to the objectives and results of project interventions. The duration of the contract will be 4 months with the possibility of extension. There will be a trial period of 2 months.
The salary will be based on SI’s standards and candidates experience and knowledge.

RECRUITMENT PROCESS
Deadline for application: 30th of August 2011
Expected starting date: 15th of September 2011
Contact: CVs and presentations letters must be submitted to [email protected];

Reference/Subject: Local Administrator Assistant
SI will review and short-list the received applications. Only shortlisted persons will be contacted through email address and interviews will be arranged in Jerusalem.
We encourage people from all backgrounds and experiences to apply. Solidaridad Internacional applies the equal opportunities principle to women and men.