Office Manager

The International Legal Foundation

Job Title:Office Manager

The International Legal Foundation - West Bank (ILF-West Bank), is an international nongovernmental organization with offices in Ramallah, Jenin and Al-Khalil and is comprised of 10 staff members. The ILF-West bank was created in 2010 with the goal of helping the Palestinian Authority develop an effective public defender system. The ILF maintains a headquarters in Manhattan, New York and was created in 2001 for the purpose of setting up public defender systems in post-conflict countries (www.TheILF.org). The ILF has projects in the West Bank, Nepal and Afghanistan.


The ILF-West Bank seeks an experienced and energetic Office Manager (OM) to join its management team. The OM is responsible for handling all financial and administrative duties for the office and communicating them effectively to ILF headquarters in New York. The OM is also responsible for ensuring that ILF-West Bank lawyers and staff have the resources they need to provide quality representation to their clients. The OM reports to the ILF director of finance and administration and program director as well as the ILF-West Bank legal coordinator and works closely with other members of the ILF headquarters in New York.


KEY RESPONSIBILITIES

Finance
-Supervised by the ILF Director of Finance and Administration (DFA)
-Handle the full cycle of accounts payable and accounts receivable, reconciliations, record keeping, and payroll, as well as report preparation.
-Prepare and submit monthly budget projections to ILF headquarters in New York, requesting a wire transfer, and compile and submit monthly financial reports to ILF headquarters in New York.
-Assist the ILF’s DFA with preparation of the annual budget as well as budgets for grant proposals, as necessary and appropriate.
-Transfer salaries and compute taxes owed and prepare tax returns, ensuring compliance with payment, reporting and other tax requirements.
-Work with the supervisors on developing and updating finance policies and procedures and human resource policies

 

Administration/Office Management
-Supervised by the ILF Program Director and ILF West Bank Legal Coordinator:
-Manage vendor relationships for all office services and equipment, including office cleaning.
-Keep all office supplies in stock, ensure that all equipment is in working order, and handle all shipping and mailing and maintaining the condition of the office and arranging for necessary repairs.
-Assist ILF program director and ILF West Bank legal coordinator with setting up new offices as needed, including securing office space, procuring the necessary furniture and equipment, and signing up for electricity, water, internet and phone services.
-Manage all office operations at newly established offices until administrative staff has been hired for those locations, both on-site and from Ramallah.

Other duties
-Supervised by ILF Program Director and ILF West Bank Legal Coordinator:
-Keep information on the database current, including daily data entry and weekly reporting.
-Keep ILF-West Bank online calendar current, including hearings dates.
-Manage ongoing human resource tasks, including collecting time sheets, tracking vacation and other absences, and coordinating the development and revision of consultant and employee contracts.
-Ensure case filing systems are maintained and up to date.

Other tasks as assigned by the ILF’s Executive Director, Program Director and/or Director of Finance and Administration.


QUALIFICATIONS
-Minimum 1-5 years related work experience in positions of increasing scope and responsibility at small to mid-sized organizations and working in or with the nonprofit sector
-Experience in the fields of finance, human resources, IT management, and organizational administration
-Experience in budgeting and other financial operations
-Experience in maintaining a structured work environment where adaptability and a get-it-done attitude are necessary
-Highly organized individual who sets prioritized goals and makes constant and consistent progress towards achieving them
-Excellent in helping to implement, and in motivating team members to follow, office policies
-Business degree or equivalent in a relevant field; Masters in Business Administration or the equivalent desirable
-Commitment to ILF's mission and core values
-Proficient in English both written and oral

The ILF offers a competitive salary

To be considered for this position, please submit: CV/resume, cover letter and 3 references.
Send all documents to: [email protected]

No telephone inquiries please. Only candidates selected for an interview will be contacted.
The International Legal Foundation is an equal opportunity employer.

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