Office Assistant

 Integrity Action is an independent non-profit organization that works with governments, business, universities, and civil society to find practical solutions to making integrity work. For more information please visit www.integrityaction.org

Integrity Action was founded in London in 2003 from the conviction that integrity offers the single largest opportunity for improvements in sustainable and equitable development worldwide.

We have circa 35 staff. Our main officers are in London and East Jerusalem.  Integrity Action is looking for an organised, enthusiastic Administrative Assistant to work as in our small but busy Jerusalem-based office.

The Administrative Assistant’s main responsibilities are to ensure the smooth running of the Integrity Action Jerusalem office and provide logistical and administrative support to Integrity Action activities in an effective and efficient manner. As Executive Assistant, the incumbent will work directly with Integrity Action’s CEO, supporting him in three main areas: administration, travel and support to his agenda.

Main tasks and responsibilities

General Office tasks
-Manage incoming mail, handle telephone calls and follow up on enquiries, including: updating a list of key contacts; drafting routine, non-programmatic correspondence, letters, faxes, memos and e-mails.
-Maintain office filing system (electronic and hard copies).
-Co-ordinate arrangements for internal staff meetings, including: notification; room booking; agenda preparation; minute-taking; follow up with relevant staff members on deadlines, commitments made and actions taken.
-Provide logistical and administrative support for non-programmatic internal and external meetings, conferences, workshops, retreats, training and other events, including: room booking; travel and accommodation arrangements; preparation and distribution of documentation.
-Manage office stationery supplies, including: maintenance of stock list and backup supplies; maintenance of list of main suppliers; purchase of supplies; distribution to staff.
-Manage office furniture and equipment needs, including: updating an office asset inventory; maintenance of office furniture and equipment; supporting the process to maintain adequate insurance coverage (to include third party liability).
-Liaise with landlord on all office infrastructure-related matters (e.g. maintenance and repairs; facilities; additions/changes to infrastructure, etc.).
-Ensure safe custody of Integrity Action stamps and keys.
-Manage the internal procurement process relating to office furniture, equipment and supplies, utilities, telephones, including: update of a roster of suppliers; preparation of specifications; call for and receipt of quotations (usually 3 for each purchase); preliminary evaluation and recommendation for acquisition; drafting letters of commitment and contracts; establishment of credit facilities with suppliers; preparation of purchase orders; verification and timely follow-up of all office-related payment requests.
-Personally manage office petty cash in a timely basis, following all procedures meticulously.

Executive Support
-Holder of the CEO’s diary. Setting appointments as needed.
-Travel bookings (when required).
-Manage CEO’s external contacts.
-Draft routine correspondence and conduct ad hoc research.

Qualifications/Skills required

-A passion for organisation, time keeping and meeting deadlines
-Experience of office management
-An excellent command of English (knowledge of other languages will be a considerable advantage particularly Hebrew and Arabic).
-A creative, yet results-focused approach.
-Strong verbal and written communication skills.
-The ability to work in an autonomous manner.
-Excellent negotiations skills.

Duty station: This position is based in Jerusalem and reports to the Chief Operating Officer but with direct working relationships with the Chief Executive Officer.

Remuneration will be commensurate with experience.

Working language: English

Deadline: Applications close 30 April 2013

Applications: Please send your CV and a covering letter IN ENGLISH to [email protected] with the subject title “Office Assistant”, no later than 30 April 2013.
Only short-listed applicants will be contacted.


Integrity Action applies a gender equitable approach in the recruitment process.

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