Logistician|Administration Assistant

PREMIERE URGENCE is a French non-governmental organization which works in occupied Palestinian Territory since 2002.
PREMIERE URGENCE is operating in the West Bank and the Gaza Strip. The organization is working in different fields as Water and Sanitation, Agriculture and Economical recovery.
For its 2010 CDC program, Premiere Urgence is looking for a Logistician/Administration Assistant based in the Gaza Strip

GENERAL POSITION SUMMARY
The Logistician/Administrative Assistant is a Gaza city-based position with possible travels in the whole Gaza Strip.
This position will act as a resource for the project manager, to handle the logistics, financial and human resources duties of the base, linked to the food security program of Premiere Urgence in the Gaza Strip.

Main tasks:

LOGISTICS :
- Under the supervision of the Base Coordinator, the Gaza Admin/Log Assistant is responsible for the respect of all PU’s procurement and other logistics procedures.
- Assess the office needs in term of equipment (stationeries, furniture, computers, cleaning material....) and in term of maintenance
-Manage all the office purchases, according to PU’s internal procurement procedures and in coordination with the Administrative department and the Base Manager, according to the needs assessment pre-established
-Ensure the optimal use of office resources
-Identify potential tools and materials suppliers according to kind of tools and materials needed for the good running of the Gaza project
-Prepare and launch quotations for the purchases of materials and tools
-Ensure that all procurement and logistics procedures are respected and fully documented
-Contact materials and tools suppliers to ensure the timely and efficient delivery of quality materials at the lowest price according to PU’s
-Ensure the proper storage and use of all tools and materials
-Organise the material provision of the purchased equipment
-Ensure all warranties issues are respected and followed with the supplier
-Ensure the appropriate use of the assets (vehicles, computers, office equipment, radios and telecommunication equipment)
-Collaborate with the Gaza Field officer by giving all data required to ensure a good follow up and facilitate the logistical documents process (ending letter, material follow up, global follow up...)


ADMINISTRATION

- Under the supervision of the Base Manager, the Gaza Admin/Log Assistant is responsible for the respect of all human resources and financial tasks and procedures.
-Support the Base Manager with the performance of his administrative duties (leaves follow-up, HR management....)
-Ensure the payment of the beneficiaries
-Manage petty cash and cash advances to the staff members for the daily management of activities
-Receive all visitors to the Première Urgence office
-Plan all cash movements related to its base
-Ensure timely payment of invoices in relation with the functioning of the office and in coordination with the logistician
-Update the accountancy follow-up tool on a daily basis and strictly follow Premiere Urgence’s procedures regarding finance
-Ensure the respect of the security rules related to the cash
-Prepare all documents in order to close the accountancy each end of the week
-Answer to telephone calls and refer callers to the appropriate party
-Support the PU’s team with basic office functions (photocopying, scanning, etc.)

Data entry

-Evaluate the needs on databases, with the support of the Gaza Field Officer and the Mission Administrator
-Suggest improvement in the use and/or creation of databases
-Elaborate and update for the databases, in accordance with Gaza project needs
-Ensure the data entry of beneficiaries’ information, with the support of the Gaza Field Officer
-Ensures the data entry of beneficiaries’ follow up information, with the support of the Gaza Field Officer
-Ensure that the databases are updated and available for statistics
-Make weekly back-ups of the databases in order not to lose
information

KNOWLEDGE AND EXPERIENCE:
-Very effective organizational skills
-Very good knowledge of the laws and local authorities in the oPt and Israel
-Excellent knowledge in administration and logistics
-Very good skills in computing - Microsoft Word, Excel and Outlook
-Very good command of English read, spoken, written
-Sensitivity to humanitarian values
-Comprehensive understanding of the humanitarian chronic crisis in oPt;
-Ability to work effectively as part of team in an emergency, cross-cultural and politically sensitive setting;
-Neutrality and Impartiality absolutely required;
-Arabic language abilities are indispensable.

Contract Details

- Position is based in the Gaza Strip
- This is a full time position – Sunday to Thursday;
- Duration: 7 month ,renewable
- Driving license preferred

-The applicants should mention their expected salaries for the offer position.
PREMIERE URGENCE in oPt is committed to ensuring diversity and gender equality within its organization and strongly welcome applications
from female and underrepresented groups.

Send your CV and cover letter to: [email protected] until the 19/08/2010 included