Logistic Support Officer

The Union of Charitable Societies–Jerusalem (UCS) invites highly qualified candidates to apply for the following post:

 Position Title    : Logistic Support Officer (LSO) 

Reporting To    : Director-General

Location            : East Jerusalem

Duration            : 12 months contract-renewable.

Job Type            : Part Time (Monday till Thursday from 9:00-15:00)

Closing Date      : Sunday-February 10, 2024

Vacancy Code   :  EUP/1/2024

1. Project Background:

A consortium of a Civil Society Organizations in East Jerusalem, which consists of the Union of Charitable Societies – Jerusalem (UCS), AL Bustan Association Silwan(BAS), and the Women’s Center Al-Thouri Silwan(AWC), is implementing its joint EU funded project: “Civil Society Empowerment for Social Change in Jerusalem: Strengthening Grassroots Networks and Partnerships”. The objectives of the project is to reduce the impact of policies and procedures that restrict the work of civil society organizations in the Jerusalem Governorate and to improve the resilience and solidarity of civil society organizations in Jerusalem.The project will be implemented over the next 3 years. The Logistic Support Officer will work under the direct guidance and supervision of the Project Manager and the Director-General of UCS-Jerusalem.

UCS is the first National Palestinian non-profit and independent union of non-governmental charitable and developmental societies that was established in Jerusalem in 1958. It strives to build an effective Palestinian civil society through advancing the Palestinian civil work in an institutionalized and democratic manner and according to good governance and accountability standards in order to contribute to national building and sustainable development. UCS aims mainly at empowering the Palestinian non-governmental organizations, developing their resources and advocating for their rights and causes. It also strives for supporting sectoral development priorities in the fields of social welfare, poverty reduction, health, education, childhood, women and youth empowerment, integration of the disabled people, elderly care, human development and demographic planning.

2. Main duties and responsibilities

We are looking for a responsible Logistic Support Officer (LOS) to perform a variety of administrative and clerical tasks support in a well-organized and timely manner. Duties of the (LOS) include providing logistic support to Project team and Director-General, assisting in daily office needs and managing our organization’s general administrative activities. Also duties of the (LOS) include making travel and meeting arrangements, preparing reports and maintaining appropriate filling systems.

3. Specific duties and responsibilities                    A. Logistic support:

-To maintain Logistics related databases.

-Ensure the timely delivery of logistics support services to project team.

-Order office supplies and research new deals and suppliers.

-Maintaining office equipment as needed.

-To obtain all necessary financial documentation to support purchases.

-To prepare narrative and technical specification inputs for tenders, specifying required quantities, type and

  Quality in coordination with Procurement officer.

-To draft Logistics related correspondences (internal and external to business awarded vendors).

-To participate in technical evaluations and post-tender preparations as well as contract management.

 B. Communication:

-Maintaining up to date mailing lists and contact details of members, donors, and other relevant UCS partners and stakeholders.

-Undertaking the tasks of receiving calls, take messages, routing correspondence.

-Reading and analyzing incoming memos, submissions, and distributing them as needed.

-Provide general support to visitors.

C. Meetings:

-Support the planning and preparation of all UCS related meetings, including Director General Meetings, Board members meetings, staff meetings and other meetings with externals.

-Maintain diary, arrange meetings and appointments and provide reminders.

-Take detailed minutes of the meetings and following up the implementation of the decisions.

D. Support for Managers:

- Assist UCS Director-General and line managers in organizing their administrative work in order to carry out their tasks accurately and successfully.

-Support line managers in procedures and required support team trainings.

-Supervising the trainees and volunteers.

-Handling executives' requests and queries appropriately.

E. Events:

-Assist in developing and maintaining a calendar of upcoming events that can be shared among UCS members and stakeholders.

-Arranging for a reception ceremony for UCS important visitors.

-Ensure that invitations are sent to institutions and individuals for the UCS's events and published on Website and social media in cooperation with media officer.

F. Archiving:

-Develop and carry out an efficient documentation and archiving system of all UCS documents.

J.Travel Arrangements

-Ensure safe and efficient transport of staff. 

-Book travel arrangements.

 H. Reporting

-Produce reports, presentations and briefs.

-Assist in the preparation of regularly scheduled reports.

I.Basic Financial tasks:

-Responsible for petty cash payments ensuring that the cash payments are correctly recorded in cashboxes and cash count is conducted on daily basis.
-Maintaining supply inventory.

J.Other:

-Any other duties and responsibilities assigned by the UCS that are within the incumbent’s expertise and experience.

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4. Professional Qualifications:

• Bachelor’s degree from an accredited university in Business Administration, Accounting, Office management, English Language, Public relations or any related Fields.
• Minimum 3 years of proven experience in a similar role, preferably with NGOs or INGOs.
• Full comprehension of office management systems and procedures.
• Excellent organizational and prioritization skills.
• Ability to work with limited supervision and to structure own work independently and deliver assignments in a timely manner often under time constraints.
• Positive, tactful and diplomatic individual with strong communication skills, who can build trust and confidently navigate both internally and externally at different levels.
• Ability to multi-task effectively as well as display professionalism and confidence.
• Ability to solve problem.
• Skill in document composition.
• The applicant must be fluent in both speaking and writing English and Arabic with Hebrew desirable.
• Excellent knowledge and Professional user of MS Office, web browsing and social media.
• The applicant must have a valid driving license.
• The applicant must be a resident of Jerusalem.

5. How to apply:

All applicants are requested to send their resumes along with a cover letter in English to the following email address: [email protected] and quote “Logistic Support Officer Vacancy” in the subject line. The deadline for sending job applications will be Sunday in the 10th of February 2024. Only short listed candidates will be contacted for an interview.

The Union of the Charitable Societies-Jerusalem (UCS) is an equal opportunities employer and females are highly encouraged to apply.