Logistic and administrative officer

Job Title :Logistic and administrative officer
Country & Base of posting:Occupied Palestinian territory, Ramallah Office
Duration:6 months with possible extension
Creation/Replacement :replacement
Starting date:JANUARY/FEBRUARY 2017


Context
GVC – Gruppo di Volontariato Civile, is a non-governmental, secular, and independent organization, founded in Bologna in 1971. We are active in international development aid projects with complex action strategies: from humanitarian aid to populations suffering from conflicts and natural disasters to reconstruction, hygiene, and food security; from rural development to education, to the protection of women's and children's rights.
In over forty years of activity, GVC has operated in all parts of the world, carrying out thousands of projects. We collaborate with public institutions, cultural associations, cooperatives, and Italian and European NGOs, organizing seminars, conferences, exhibits and festivals, laboratories in school and training courses for teachers. We produce educational materials and carry out communication activities on sensitive issues such as differences, human rights, women's issues, sustainable trade, and biodiversity.

BACKGROUND: since 1967, occupation and political stagnation have directly affected the socio-economic situation of the Palestinian population in the West Bank. The movement restrictions policy are severely limiting Palestinians’ access to essential services and markets, and leading to serious and negative impact upon all aspects of their lives, and mainly their livelihoods.

Palestine is a sui generis case for aid delivery and cooperation, due notably to the occupation and the fragmentation of the territory. Efficiency and performance of development cooperation continue to be challenged by the Israeli occupation of Palestine, in all sectors NGOs are involved in. Palestine is divided into the Gaza Strip (under the control of de facto authorities not recognised by the international community), East Jerusalem (a de facto annexation by Israel also not recognised) and the West Bank (over which the Palestinian Authority (PA) has entire control only on Area A, i.e. 18% of the West Bank). The PA has therefore only a very limited authority, both in terms of territory and legal jurisdiction.

The situation of the PA remains challenging, with the persistence of a systemic fiscal crisis and crisis of political legitimacy following the suspension of the Palestinian Legislative Council in 2007 and the absence of national elections subsequently. In July 2013 direct talks were resumed between Israelis and Palestinians in the context of the Middle East Peace Process with the ambitious aim of achieving -agreement on all final status issues within nine months. The failure of the peace talking and the operation “Protective Edge” leaded to a more tense escalation, for which international NGOs are challenged to respond with innovative and sustainable cooperation strategies.

GVC’s development strategy in the country
The consolidation of the PA institutional infrastructure open to foster democratic participation of civil society, through the improvement of representative processes and the implementation of specific effective tools to promote dialogue. These criteria should lead any kind of intervention, preparing both decentralized institution and civil society to better advocate for a final recognition of Palestinian statehood.
GVC focuses strategically on 4 main sectors for its development program, namely:
-Food Security
-Local Development and Governance
-Integrate Water Resource Management 
-LRRD: Linking Relief, Rehabilitation and Development

Tasks and Responsibilities
Coordination
-Contact GVC coordination office service suppliers, office owner, and everyone involved in all level of the project implementation
-Coordinate logistic issues with the field offices
-Ensure the smooth organization of tax exemption for GVC activities
Purchase
-Follow Purchases and Ensure that GVC Purchasing and Procurement Procedure is respected
-Purchase stationary, consumables goods and any other item needed for the good functioning of the office
Stock
-Being responsible for the management, maintenance and inventory of GVC main office and bases in OPT (furniture and equipment – computers, telephone, internet service and cars)
-Ensure that stock reports and physical inventory are properly done, documented and matched
-Ensure the respect of GVC Stock rules and that the related tools are properly used (Reception Forms, Delivery Notes, Stock Cards)
Fleet and Premises
-Ensure that fleet rules  is implemented, understood and respected on all bases
-Ensure that fleet tools are properly used (Log Books)
-Ensure that the monthly fuel and maintenance cost follow-up tool  is properly filled in
-Define the needs and propose solutions in terms of premises (including Internet provider)
-Ensure the follow up of premises contracts (including Internet provider contract)

1-Equipment and Communication
-Ensure that the documents related to equipment are compliant with GVC rules
-Ensure the accurate update of the equipment follow-up tools
-Ensure the accurate update and follow up of Communication/Mobile Phone tool
Administration
-Screen and distribute incoming correspondence, proceed ad hoc document scan and copy
-Reply the phone calls and answer queries
-Ad hoc Translate/Interpret from Arabic to English (and vice versa)
-Liaise with relevant individuals, external organizations etc to arrange meetings, prepare agendas and draft minutes
-Support Country Director with the preparation of documents
Human Resource Management

Folder and Maintain staff folders (both electronic and hard copy)
Prepare and revise where necessary staff contracts/amendments, payrolls, tax calculations;
Ensure that the income tax obligations are met
Ensure compliance regarding contracts, payroll, tax, health insurance, work insurance, end of service, employee benefit;
Provides information to the staff regarding conditions of service, duties and responsibilities, and privileges and entitlements under GVC Rules and Regulations;
Monitor staff compliance with GVC rules and regulations and Palestinian Labor law, i.e. preparation of timesheets, annual leave, sick leave and any other relevant issue, and report
Folder and Maintain the HR and Log folders in order (both electronic and hard copy)
Report to :
-Finance and Administrative Officer, Finance and Administrative Manager


Accountable to:
Finance and Administrative Officer, Finance and Administrative Manager

Works in coordination with:
Local Administrators
Area Managers
Project Managers
       
Duty Station:
Ramallah,  Ad-hoc travels in West Bank

Required knowledge and skills:

Bachelor degree in Logistics, Administration or related field
Previous experience on similar position (2 years)
Valid Driving license (preferable)
Previous experience in NGO
       
Required Personal Characteristics
Ability to think strategically and conceptually and to translate these into concrete results.
Ability to identify, initiate and maintain good relationships with partner organisations, donors and national authorities including building professional relationships with senior decision-makers and influencers / leaders.
Proven organizational skills and ability to effectively manage multiple tasks while fostering quality, team spirit and positive working relationships with colleagues.
Strong interpersonal relationships and demonstrated ability to leverage business networks and partnerships for continued growth.
Fluency in written and spoken English
Ability to work under pressure.
Demonstrates integrity by modelling the NGO values and ethical standards.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Treats all people fairly without favoritism
Computer skills, in particular MS Word, MS Excel, MS Outlook

Application Process :
Starting date:January/February 2017
Application: Interested candidates should send their CV to:

[email protected]

please make sure to mention the position name (Logistic and Administrative Officer).

Application deadline: 19th January 2017

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